Operations and Office Assistant

Overview

Make a real difference at one of London’s foremost SaaS scale-ups. Be ready to pioneer the future of AI, data analytics, and technology. PredictX has integrated AI & ML into our product for over a decade, and we continue to lead in AI-driven decision support for global enterprises.

The Role

We are seeking a versatile and proactive Operations and Office Assistant to contribute to our ongoing success. This role is ideal for a highly organized individual with a can-do attitude. You’ll be based in our Victoria, London office, supporting various departments including sales and events. If you thrive in a fast-paced environment, are eager to learn, and are passionate about delivering exceptional results, we want to hear from you. This is an excellent opportunity to gain valuable experience in a thriving industry. The role requires a versatile individual with a strong administrative background and the ability to thrive in a fast-paced environment.

Key Responsibilities

Office Management & Administration

• Reception duties: manage incoming calls, emails, and visitors.
• Office maintenance: oversee office supplies, equipment, and maintenance issues.
• Facilities management: coordinate cleaning, repairs, and office layout.
• Health and safety: ensure compliance with health and safety regulations.
• Event management: organise company and social events.
• Travel and accommodation: book travel arrangements for staff.
• Office support: provide general administrative support to all departments.

Financial & Reporting

• Financial management: process expenses, purchase orders, and invoices.
• Reporting: prepare and submit required reports (e.g., CCS, security audit).

Project Support

• Project assistance: contribute to various projects as needed (e.g., DetectX, Hotel Matcher).
• Data management: handle data validation and analysis.

Client & Stakeholder Management

• Client support: assist with client meetings and events.
• Stakeholder liaison: maintain relationships with building management and suppliers.

People & Culture

• Onboarding and off-boarding: support new and departing employees.
• Team support: contribute to a positive and efficient office environment.

Skills & Experience

Essential Skills

• Organisational and time management: ability to self-manage, prioritise tasks, meet deadlines, and manage multiple projects simultaneously.
• Communication: excellent verbal and written communication with colleagues, clients, and external parties.
• Interpersonal skills: strong relationship-building and teamwork abilities.
• Problem-solving: ability to think critically and find solutions to challenges.
• Attention to detail: meticulous approach to tasks and data management.
• Adaptability: flexibility to handle changing priorities and responsibilities.
• IT proficiency: strong computer skills, including Microsoft Office Suite (Word, Excel, PowerPoint).
• Experience in office administration: proven track record in a similar role handling diverse administrative tasks.
• Event management: experience planning and executing events, including budgeting and coordination.
• Customer service: strong orientation to interact with clients and visitors.
• Project management: ability to support and contribute to various projects.