Our client is a well re-known Restaurateur, Chef, Television Presenter, Teacher and contributor to contemporary Cypriot cuisine. Based on the growth of the business he is looking to hire an Operations Assistant to work alongside him, assisting in all the operational aspects of the business.
Act as the central point of contact for telephone, email, social media and postal enquiries.
Provide IT systems support to staff, undertake IT troubleshooting and liaise with external IT consultant to ensure the good maintenance and operation of the IT, tools and website.
Meeting and event administration (setting meeting dates, collating and issuing agendas and papers, arranging venues and catering, taking minutes).
Ensure that all filing, both paper and electronic, complies with our data protection guidelines.
Provide the day-to-day administration for the organisation (drafting letters, ordering all restaurant and office supplies).
Maintain Owners contacts and subscription databases.
Provide some PA and secretarial support to the Owner.
Coordinate recruitment processes for staff.
Coordinate induction processes for new staff, developing and keeping the Induction Manual up to date, and acquainting each new member with their work setting and the standard policies and procedures with which they must comply.
Maintain records of all staff annual leave, TOIL, other absences from the office, sickness leave and lateness.
Help ensure Owner’s organisation complies with the legal obligations.
Website and Marketing Communications
Create and update website content as required via a user-friendly content management system
Collate, format and send out monthly e-newsletter
Prepare quarterly communications and website report for the Owner (using information from mailing lists and google analytics)
Office and Facilities Management
Deal with all internal services, including utilities, supplies, repairs and security.
Liaise and negotiate with external suppliers – including equipment lease agreements, insurance renewal and regular office checks (e.g. fire safety)
Ensure the office is safe and tidy and act as designated Health and Safety representative.
Oversee orders coming in from online and offline channels.
Look after fulfilment and shipment of purchased orders.
Keep updated reports about sales progress and matching expenses.
Work closely with the Owner and accountant to monitor income, expenditure and cash flow and update the organisation’s budget accordingly, as per financial management system in place.
Record incoming financial resources, process all invoices and expense claims and raise invoices as required.
Work with the Owner and advisors to set the annual budget and to draft project budgets.
Assist the Owner and accountant with retrieval and elaboration of financial records, as required.
Maintain the petty cash and ensure accurate recording of all petty cash expenditure.
Person Specification Required
High emotional intelligence.
A minimum of three years’ experience in a general office environment.
Exceptional organisation, planning and administration skills.
Experienced with accounting software will be ideal.
Proficiency in running offline and online PR campaigns and social media presence management
Highly computer literate: confident and proficient with Word, Excel, PowerPoint, Outlook, internet and data entry.
Self-motivated, punctual, reliable, able to maintain confidentiality.
Excellent written and spoken (face to face and phone) communication skills in English with Greek an advantage.
Excellent numeracy skills.
Ability to show initiative in developing the role and to work with minimal supervision.
Ability to work flexibly in a small team, building strong day-to-day relationships with colleagues, vendors, suppliers, advisors and clients.
Able to manage a varied workload, balancing scheduled tasks with requests for assistance from the CEO and team, which may have short deadlines.
Commitment to equal opportunities policies and practices, and the promotion of equalities.
Administrative and Marketing background.
Background in the following industries – business management; hospitality management; hotel and catering management.
Experience in managing events.
Experience of planning and managing budgets.
Experience of updating websites and/or managing e-newsletters.
Understanding of legal obligations of small businesses.
The client is offering a competitive salary based on qualifications, skills and experience.