This is a great opportunity for an Office Manager or a PA/Private PA with knowledge of basic Financial Operations and Bookkeeping processes, who has some exposure to working within a private family office environment, to join a stunning Mayfair office in the capacity of Office Manager/Bookkeeper. It is a fully office-based job, five days per week, 9-6 with only occasional overtime.
Responsibilities
Bookkeeping, payments and reporting tasks
- Preparation of monthly legal funding requests and reconciliation
- Preparation of monthly UK credit card expenses, spreadsheets, transactions input into Sage
- Preparation of monthly family members cards (Amex, Mastercard, credit and prepaid cards), transactions input into Sage
- Preparation of monthly Corporate Traveller staff and family members’ travel reports
- Arrange various payments
- Booking into SAGE of the transactions of certain family members
- Generate corresponding monthly Expense Reports
- Preparation of regular donations
Admin and OM tasks
- Taking care of family members Amex credit cards
- Approval of office invoices and contracts, coordinate payment
- Dealing with office post, deliveries, couriers, stationery orders, weekly grocery
- Documents printing, scanning, and saving into the company filing system, organising ID and document notarisation
- Office reception – a/c system, lighting, rubbish removal, cleaning contractor, plants, dealing with building management, overall office look upkeep
- Being a contact person for some family members (utility bills, accounts and payments)
- Keeping proactive track of family IDs, passports, and renewals
- Keeping proactive track of staff travel and overseas work visas
- Dealing with any IT employee issues and IT company
- Co-administrator of the electronic filing system iManage
- Manage employee HR filing, new starters and leavers, holiday planner, pension and medical plan
- Employee and family members travel bookings, transfers, covid tests, completing passenger locator forms
- Ad-hoc requests, flower orders, appointment bookings
- Assist in organising events for family members
- Be a team player and assist colleagues when required
- Arranging yearly PAT testing, 5 yearly electrical tests and Fire Risk Assessments
Requirements
- Fluent in English and Russian languages, written and spoken
- Basic Accounting/Bookkeeping knowledge and sound Excel skills
- Ideally, experience in an HNW family office as a PA, Office Manager or Administrator with additional bookkeeping tasks
- Trustworthy, reliable, positive
Job Advantages
- Competitive salary, annual fixed salary, discretionary bonus
- Pension plan and BUPA medical plan
- Stunning office in the heart of London
- Amazing management and a small close-knit team to work with
