Operations and Office Assistant

Job description

Make a real difference at one of London’s foremost SaaS scale-ups: Be ready to pioneer the future of AI, data analytics, and technology. Step into PredictX, where we don't just see AI as a fashionable bandwagon to hop on but have lived and breathed AI & ML in every aspect of our product for the past decade. As an Enterprise SaaS provider, we're revolutionising critical decision-making for many of the world’s largest businesses, including 3 FAANGs, seeking empowerment through our integrative AI technology and Predictive Analytics. **The Role:** We’re seeking a versatile and proactive Operations and Office Assistant to contribute to our ongoing success. This role is perfect for a highly organised individual with a can-do attitude. You’ll be based in our Victoria, London office, supporting various departments including sales, and events. If you thrive in a fast-paced environment, eager to learn, and have a passion for delivering exceptional results, we want to hear from you. This is an excellent opportunity to gain valuable experience in a thriving industry. This role requires a versatile individual with a strong administrative background and the ability to thrive in a fast-paced environment. ### Key Responsibilities - **Office management and administration** - **Reception Duties:** Manage incoming calls, emails, and visitors. - **Office Maintenance:** Oversee office supplies, equipment, and maintenance issues. - **Facilities Management:** Coordinate cleaning, repairs, and office layout. - **Health and Safety:**Ensure compliance with health and safety regulations. - **Event Management:** Organise company and social events. - **Travel and Accommodation:** Book travel arrangements for staff. - **Office Support:**Provide general administrative support to all department - **Financial and Reporting** - **Financial Management:** Process expenses, purchase orders, and invoices. - **Reporting:** Prepare and submit required reports (e.g. CCS, security audit). - **Project Support** - **Project Assistance:**Contribute to various projects as needed (e.g., DetectX, Hotel Matcher). - **Data Management:** Handle data validation and analysis. - **Client and Stakeholder Management** - **Client Support:** Assist with client meetings and events. - **Stakeholder Liaison:** Maintain relationships with building management and suppliers. - **People and Culture** - **Onboarding and Off-boarding:**Support new and departing employees. - **Team Support:** Contribute to a positive and efficient office environment. ### Skills/Experience - **Essential Skills** - **Organisational and Time Management:** Ability to self manage, prioritise tasks, meet deadlines, and manage multiple projects simultaneously. - **Communication:** Excellent verbal and written communication skills for interacting with colleagues, clients, and external parties. - **Interpersonal Skills:** Strong relationship-building and teamwork abilities to collaborate effectively with different departments. - **Problem-Solving:**Ability to think critically and find solutions to challenges. - **Attention to Detail:**Meticulous approach to ensure accuracy in tasks and data management. - **Adaptability:**Flexibility to handle changing priorities and responsibilities. - **Proficiency in IT:** Strong computer skills, including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint). - **Experience** - **Office Administration:** Proven experience in a similar role, handling a variety of administrative tasks. - **Event Management:**Experience in planning and executing events, including budgeting and coordination. - **Customer Service:**Strong customer service orientation to interact with clients and visitors. - **Project Management:** Ability to support and contribute to various projects.