Office Manager
Office Manager
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Job Description
About us
Hamilton Court FX founded in 2011 in London is one of the fastestgrowing companies in its sector. It has been featured in The Sunday Times Virgin Atlantic Fast Track 100 for its rapid sales growth. In 2020 driven by strong growth in the UK HCFX opened a new office in Milan becoming the first licensed SIM to offer FX investment services in Italy. The Milan office includes two regulated entities: a Societ dIntermediazione Mobiliare (SIM) and an Istituto di Pagamento (IdP). HCFX Italy helps companies and financial institutions manage their FX exposure enabling SMEs to trade globally by simplifying traditional procedures.
About the role
The purpose of this role is to efficiently manage the HCFX Office in Milan ensuring it is an excellent place to work. You will provide support and assistance to the COO Italy facilitating the smooth running of the business and will work with the Group HR team in HR administrative tasks for Italian Office. A high degree of flexibility and ownership is crucial to quickly resolve any ad hoc issues affecting the employees and the office.
Key responsibilities
As an Office Manager you will be responsible for:
- Managing all areas of the office dealing with contractors where necessary ensuring high standards are maintained
- Answering telephone calls in a timely fashion taking clear and detailed messages
- Overseeing the guest experience and ensuring a personal and professional experience for any guests coming into the office so they get an excellent first impression of HCFX
- Maintaining the room booking system and ensuring all meeting rooms are kept clean and ready for meetings on a regular basis
- Ensuring the smooth running of the office and providing preventative measures by identifying issues and taking ownership to resolve them quickly
- Coordinating internal and external resources and cultivating relationships with vendors
- Overseeing office interactions responding to requests and questions
- Maintaining office efficiency by maintaining appearance of common areas organizing procedures handling correspondence and overseeing supplies and equipment
- Overseeing the daytoday activities of the office as the main point of contact keeping management informed of performance with routine and requested reporting
- Providing direct administrative supports as needed including scheduling appointments meetings and events booking travel mailing and shipping packages and updating contact database and employee list
- Overseeing and maintaining office equipment for uninterrupted function identifying and fulfilling office supply needs maintaining and managing vendors and coordinating food delivery as needed
- Managing all aspects of the offices space/infrastructure planning (moves adds and changes to workstations) and providing answers resources and solutions as requested
- Handling HR administrative tasks such as processing HR documents responding to internal and external HR inquiries supporting onboarding process for the new hires (preparing necessary paperwork and coordinating orientation programs)
- Maintaining and updating employee records in compliance with data protection regulations
- Assisting with payroll processing and benefits administration
- Contributing to HR projects including employee engagement initiatives and training programs.
Essential experience & skills
We want to set you up for success and we believe these experiences and skills will help you thrive in this role:
- 3 years of experience working as an Office Manager with 2 years HR admin experience (must have)
- Proficient with Microsoft Office particularly Teams Word Excel and Outlook
- Excellent telephone manner
- Experience of working for a fastpaced business
- Fluent Italian language skills excellent English language skills (must have).
Apply now and join HCFX Team!
HCFX is a lively place to work and we combine an interesting role with competitive salary and great benefits a full training program and continuous support from Managers and collaborators. HCFXs best asset is its people. A tight knitted Team with strong growth objectives and the willingness to reach them.
Employment Type
Full Time
