We are seeking to hire an office manager within a job share arrangement in our London office

About Record Financial Group:

Record is a leading specialist currency and asset manager with $100 billion (as of 31st December 2024) in Assets Under Management. Record’s services include currency management, sustainable finance, and asset management. Our clients are largely institutions, including pension funds, charities, foundations, endowments, and family offices.

Record’s offices are in London, Windsor, Zürich, New York, Amsterdam, and Frankfurt. We have over 90 staff in our London office.

We have recently moved to a new office in Paddington Basin, and we would now love to hire two office managers to work together in a job share. We are looking to hire two part time office managers who complement each other’s days, ideally someone who can work Monday and Tuesday and then someone else on a Wednesday, Thursday and Friday.

Front of House (50%)

• The office is a focus point of our working day and we would like to talk to candidates who really want to make this office a great place to be. Management of our office is the core part of this role.
• We are a very client centric business. We want to ensure that every visitor who comes to the office is greeted in a warm, friendly, professional manner.
• We would love a candidate who is highly organised and responsible for the scheduling of meeting rooms in London and in external locations and anticipating these events. A candidate who can help get the meeting room and tech all set up would be of interest.
• Ideally then the successful candidate will be responsible for the setting up of meetings rooms. That also includes checking schedules, organising catering, lunches, making refreshments and ensuring that any equipment needed is supplied.
• That includes booking taxis for visitors where necessary so they are well looked after.
• Make sure we have all the right supplies in the right place. Ensure the meeting rooms tidy, well stocked and well maintained.
• And ensure our kitchen is well stocked and we always have sufficient stationery supplies.
• There is other work to do as well - with general management of the office so that means booking couriers as required, check on our contractors and suppliers understand their costs and suggest alternatives when appropriate.

Executive Assistant (20%)

• There will also be the opportunity to work for two of our senior leadership team in the business as an EA. The successful candidate will also provide EA support to our CFO and our Head of Client Team including the following:

o Help them organise their meetings - arrange timings and logistics (room bookings, video conferencing etc) and gather documentation needed as necessary

o Support and coordinate travel arrangements with our Windsor Office Manager

Events, Staff Welfare (20%)

• We would like the successful candidate to be a part of our Social Committee to design and deliver an inclusive set of events for our staff entertainment which is aligned with our business strategy and our culture.
• So, there is a budget management with that, and we need someone who is skilled at managing a sizeable budget for staff entertainment and engagement.
• Not only that, but it is also very useful if you understand HMRC tax rules and regulations in relation to expenditure on staff events.
• We need an office manager who is highly organised and will keep a detailed list of expenditure and working closely with finance to keep a log of all expenses.
• We support some key charities as well and we want to hear from candidates who can also help us support our initiatives with these groups throughout the year.
• We also run several companywide events from football to wine tastings and we like to ensure that these are well organised and well attended, making sure that other offices are aware and can join in if they wish.
• We also like to celebrate our employees at big birthdays and milestones with our firm so this candidate will also help us to celebrate them.
• Responsible for ordering and distributing fruit and healthy snacks.

Office Maintenance (10%)

• Our office does require some maintenance, so the successful candidate is responsible for ensuring that the office is well maintained in terms of general appearance, heating, cooling and cleaning.
• When there is an issue in the building we will need this person to be the "fixer" with the building 's landlord. We need a candidate who can help build a dialogue with our landlord and liaise with contractors and suppliers to ensure that any issues are resolved in a timely manner.
• This role also means we need someone to look after our office related contracts such as plants and cleaners.
• We need this candidate to keep our records updated for fire evacuation list with new joiners and leavers as well as managing the access card list.
• We also would like a point person for the building, so when visitor arrive they are corrected logged with security.
• We also get lots of parcels so we would love someone to collect these in a timely fashion from our parcel drop off area.
• And finally, this person will be our First Aider and Fire Marshall.

The Successful Candidate

• Has already gained experience in an office management role within financial services.
• Is highly organised and practical.
• Is high energy and is always one step ahead on plans and can spot what is needed and step in to organise this.
• Can work in our office from 0800 - 1700 on their required days.
• Has some flexibility and can potentially offer cover for holiday dates with other incumbent.