Office Manager in City of London

Company Description

Hexxcell is a digital innovation company specializing in bringing AI and physics-based models to industrial thermal systems. Our hybrid-AI digital twins, developed in collaboration with oil majors, are used worldwide to optimize operations and maintenance, increase production, and reduce energy consumption and CO2 emissions. Hexxcell is an independent private company based in Central London, formed as a spin-off from Imperial College London in 2013.

Role Description

This is a full-time, on-site role for an Office Manager located in Hammersmith, London. The Office Manager will be responsible for providing administrative assistance, managing office equipment, overseeing office administration tasks, and delivering excellent customer service.

Duties

• Providing general administrative support to the team, assisting with appointments, travel arrangements, and more.
• Arranging meetings and managing the CEO's agenda
• Answering and handling incoming calls in a professional and polite manner.
• Managing visitors to the office, greeting and welcoming them as the first point of contact.
• Maintaining stock levels of office supplies and ensuring a clean and presentable working environment.
• Plan in-house or off-site activities, like parties, celebrations and conferences. 
• Keeping all work-related information confidential and acting in a professional manner at all times.
• Ensuring compliance with health and safety regulations and company policies.
• Managing sales ledger, purchase ledger, and nominal ledger functions.
• Processing supplier payments via online banking software and issuing remittance advices.
• Issuing sales invoices and keeping supplier and customer details up to date
• Maintaining a neat and orderly filing system for financial records.
• Communicating with customers and suppliers to resolve invoice queries
• Support record keeping for ISO certifications

Qualifications

• Excellent communication and interpersonal skills
• Experience in administrative assistance and office administration
• Knowledge of office equipment and its maintenance
• Strong customer service skills
• Attention to detail and ability to multitask
• Proficiency in Microsoft Office Suite
• Organizational skills and ability to prioritize tasks
• Experience in the engineering or technology industry is a plus
• Bachelor's degree in a relevant field is preferred