PA / Operations Manager – FSR
Up to £40,000
Full-time
Role Overview
The PA / Operations Manager is responsible for the day-to-day running of the office, overseeing business administration, internal systems, financial processes and company marketing and communications.
The role also provides executive assistant support to Malcolm Costello and Gemma Worrow / Directors, including diary management, travel arrangements and personal administration.
The successful candidate will be organised, confident and proactive, with excellent communication skills, strong attention to detail and a commercial outlook. An understanding of the fashion and retail industry, alongside a desire for continued learning and career development, is desirable.
Key Responsibilities
Business Operations & Administration
- Manage office supplies, equipment, stationery and company assets.
- Act as the internal lead for Mobile Rocket, JobAdder, Aspire, Tempaid, Microsoft 365 and Devyce, ensuring systems are used correctly across the business.
- Act as the main point of contact for the FORA London office and external suppliers.
- Manage employee records, attendance, absence, reviews, recruitment administration and disciplinary documentation.
- Maintain employee documents, including the handbook, and issue employment contracts and offer letters.
- Prepare client presentations, key account reports and management reports.
- Represent FSR in its APSCo and TRN memberships.
- Maintain awareness of relevant employment and recruitment compliance requirements, carry out internal checks and report findings.
Financial Administration
- Code supplier invoices and staff expenses, checking their accuracy.
- Liaise with Accounts regarding Aspire and Tempaid administration and coding.
- Coordinate with accounts, payroll and credit control colleagues.
- Maintain financial deadlines for payroll, invoices and expenses.
- Provide cover for credit control and temporary payroll when required.
Marketing & Business Performance
- Work with the Marketing Executive and provide cover for marketing activities when required.
- Draft communications on behalf of Malcolm Costello and other senior management.
- Monitor competitor marketing activity and analyse marketing performance and return on investment.
- Attend monthly board-level marketing meetings and report on activity, results and new initiatives.
- Monitor business performance and prepare reports for the Managing Director.
- Organise board meetings, prepare agendas, take minutes and distribute them.
Research & Recruitment Support
- Map candidate markets for headhunting assignments and make initial contact with potential candidates.
- Arrange candidate calls for Malcolm Costello and Gemma Worrow.
- Liaise with clients and candidates throughout interview processes.
- Identify potential clients and new markets, and manage FSR introductions.
Executive Assistant Support
- Provide executive assistant support to Malcolm Costello and Gemma Worrow.
- Manage diaries, appointments and travel arrangements.
- Assist with business and personal administration as required.
Experience & Skills Required
- Excellent communication, organisational and time-management skills.
- Strong attention to detail and good numerical ability.
- Proficiency in Microsoft Word, Outlook, Excel and PowerPoint.
- Previous experience in an office-based support or administrative role is desirable.
- Confidence communicating with people at different levels of seniority.
Personal Attributes
- Confident, personable and professional.
- Resilient, proactive and solutions-focused, with a can-do attitude.
- Calm and composed when managing competing priorities.
- Reliable, enthusiastic and keen to learn and develop.
- Commercially aware, with an entrepreneurial outlook.
