Part time - OM/Admin

Knightsbridge Recruitment; Greater London; On-site; GBP 25,000 - 40,000; Part time

Job summary

Knightsbridge Recruitment seeks an exceptionally organised Office Manager/Admin Assistant for a six-month contract. The role is office-based, with Mondays and Fridays shared with the current Office Manager to keep the business running smoothly.

You will support the Directors, handle client communications, invoicing and records, and maintain efficient office systems with discretion. This is ideal for someone who thrives in a small, fast-paced team and can juggle multiple priorities.

Qualifications

• Discretion and integrity with confidential information.
• Emotional intelligence and compassion handling distressed people.
• Excellent organisation and attention to detail.
• Outstanding communication and interpersonal skills.
• Ability to juggle competing priorities and manage up.
• Proficiency with Microsoft 365, Excel and SharePoint.
• Experience as a systems administrator or office administrator is advantageous.

Responsibilities

• Manage Directors' calendars.
• First point of contact for clients by phone, email, in person.
• Raise invoices and process payments; reconcile expenses.
• Maintain the Case Management system and records.
• Proofread and format reports, proposals and presentations.
• Create and improve office systems, filing and archiving.
• Oversee day-to-day office operations and supplies.
• Support investigation team with research tasks.

Skills

Discretion

Integrity

Emotional intelligence

Organization

Attention to detail

Communication

Interpersonal skills

Prioritization

Tools

Microsoft 365

Excel

SharePoint

Job description

Are you an exceptionally organised, people-focused professional who thrives on responsibility, variety and working in a fast-paced environment where no two days are quite the same?

My client is a long-established private investigation agency working on highly confidential and often sensitive matters for private clients, businesses and legal professionals. Their work spans private investigations and surveillance, corporate intelligence, fraud, tracing, missing persons and sensitive relationship matters.

Their small, close-knit team is now looking for an experienced Office Manager/Admin Assistant to join on a six-month contract.

Working Mondays and Fridays, you will job-share the running of the office with the current Office Manager. You will be the person who keeps everything moving, ensuring the Directors are organised, clients feel looked after, systems are up to date, and the office operates seamlessly, professionally and discreetly.

What will you be doing?

Your role will be wonderfully varied and will include:

• Managing the Directors' personal and professional calendars.
• Acting as the first point of contact for clients by phone, email and in person, sometimes supporting people who may be anxious or distressed.
• Raising invoices, processing contractor payments, reconciling expenses and liaising with Accounts.
• Maintaining the Case Management system and ensuring records are accurate and up to date. Supporting the investigation team with research assignments when required.
• Proofreading and formatting reports, proposals, correspondence and presentations. Creating and improving office systems, filing and archiving.
• Managing the day-to-day running of the office, including deliveries, stationery, supplies and visitors.
• Taking ownership of ad hoc tasks and stepping in wherever needed to keep the business running smoothly.

About you

You will be someone who naturally takes ownership, spots what needs doing and gets on with it!

You will bring:

• Exceptional discretion and integrity - you will be trusted with highly confidential and sensitive information.
• Emotional intelligence and compassion - with the ability to deal calmly and sensitively with unusual or challenging situations.
• Excellent organisation and attention to detail - nothing should fall through the cracks. Confidence and sound judgement - you will be comfortable making decisions and knowing when to escape.
• Outstanding communication skills - both written and verbal. Strong interpersonal skills and the confidence to build relationships and 'manage up'.
• A resourceful and logical approach, with the ability to juggle competing priorities. Confidence using Microsoft 365, Excel and SharePoint.
• Experience as a systems or office administrator would be a strong advantage.

Why this role?

This isn't a typical Office Manager position.

You will become an integral part of a small, intelligent and highly professional team, working behind the scenes on fascinating projects. This would be perfect for someone juggling another project, whether that is studies, freelance work or another part-time role.