Office Assitant | VIXIO Regulatory Intelligence

Office Assistant

Full-Time | London, EC3N, United Kingdom

VIXIO is the leading provider of regulatory intelligence. Our trusted insights and analysis give our clients a true picture of what’s happening in an ever-changing landscape. We combine world-class content with advanced technology to help our clients make informed strategic decisions to mitigate risks, capitalise on business opportunities and find competitive advantage.

 

There’s not much this role won’t cover and no two days will ever be the same. You can expect a wide variety of roles, insights into, and involvement in, all aspects of a business with this job. You will report to the Head of HR and support them in running the HR function for both the UK and US offices. You will be expected to assist in making sure that the office is fit for purpose and is safe for employees. 

 

Key Responsibilities

 

HR Administration

  • Processing new employee administration, employee onboarding process and induction
  • Ensuring all paperwork for all employees (UK and US) are up to date, signed and in employees’ personnel files in a timely manner
  • Maintaining attendance systems and absence procedures, highlighting any issues to the Head of HR

Office Management

  • Assist in  managing the day-to-day operations of the UK office
  • Overseeing the monthly expenses for all office spend
  • Assist in managing the external IT support via monthly check-in calls and first point of contact for all employees
  • Maintain all company IT equipment and set up computers for new and existing employees
  • Be the first point of contact for the building manager and cleaners 
  • Manage the internal Google system. Including setting up new users, managing email groups etc
  • Plan and arrange office social events. Eg Christmas and summer parties, charity events
  • Manage and book all employee travel arrangements

Finance Administration 

  • Logging credit card expenditure across office and HR spend together with referencing receipts  up to this and keeping up to date throughout the month
  • Collecting and collating credit card expenditure across other departments, both spend details and receipts
  • Supporting Finance and HR in completion of supplier forms
  • Review and log purchase invoices ensuring appropriately authorised and explained (coded, scanned, stored)
  • Download daily bank statements from bank to save as updated pdf
  • Checking daily closed sales opportunities to query any anomalies noticed going back to Account Manager if anything looks amiss to sales order form, potentially building this duty to raising sales invoices on CRM system (salesforce) to agree with finance team’s Sage postings
  • Assistance on setting up weekly payment runs to Management Accountant
  • Assistance on debt collection with Management Accountant, raising and sending out reminders and statements of account

 

Desired Skills and Experience

  • Enjoy working with People
  • Have strong written and verbal communication skills
  • Demonstrate good organisational skills
  • Flexible and able to prioritise a changing to do list
  • Knowledge and experience using Google platforms (Gmail, Gdrive etc)
  • Keen to learn through a variety of (initially at least) basic tasks

 

Benefits and perks

VIXIO offers a very competitive benefits package

  • We offer 25 days of holiday each year.  After 2 years of service, you are rewarded with an additional day of loyalty holiday for each year up to 30 days
  • We have a private health insurance scheme
  • We offer a life assurance scheme
  • Season ticket loan and cycle to work loans are offered
  • A day off for your birthday (2 days if it is a big one)

 

To apply for this role, please email us your most recent CV and cover letter at recruitment@vixio.com.

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