Job Description

Personal Assistant/Office Manager required for a city Centre Hospitality office. The applicant would be based within an office of an independent small hotel in Edinburgh’s West End.

We are looking for an experienced and professional Personal Assistant and Office Administrator who can provide effective and efficient administrative support to our Hospitality business and PA support to our Director, including managing his residential property portfolio.

Your responsibilities as a PA/Office Manager will include:

• Answering the telephone, assisting with hostel reservations, and learning about revenue management to assist the Revenue Manager when needed.
• Ordering stationary and office supplies
• Responsible for cross check of the weekly analysis sheets prepared by the Manager of the Hotel, highlighting and investigating any discrepancies.
• Responsible for all the incoming mail, reviewing invoices against orders, filing papers appropriately and ensuring quarterly papers are available for the accountant.
• Placing adverts for staff and being involved in interviews where appropriate. Responsibility for staff personnel files and tracking staff holidays.
• Submitting weekly and monthly wages to the accountants and monitoring staff hours. Submit weekly and monthly pension forms to the workplace pension scheme.
• General office duties supporting the Manager of the premise, and the Reservations Manager where required. This involves ensuring all compliant certificates are up to date for the premises and health and safety procedures are updated and in place.
• Assisting the Director with his other business interests including his residential property portfolio and other specific project work. You will be required to manage tenants and deal with any maintenance issues within. Track rental payments, manage the rental deposit scheme, and inspect properties on tenancy end dates. You will also be required to advertise properties for let and find suitable tenants when a tenancy ends. A full driving licence and car will be required, a parking space offered and a mileage allowance given.
• Prepare and submit paperwork required for quarterly VAT returns.

You will be employed to look after the directors best interests and to provide full administrative support to the General Manager, Reservations Manager and Director as required. The person specification is as follows:

In addition to the above a full driving license and car will be required to assist with tenancies. A parking space will be made available and a mileage allowance given.

The hourly rate is £11.00ph, 8 hours per week rising to 20 hours per week, when the business is back up and running in 2021. The days you would be required to work are flexible, however the director would prefer someone available on a Monday, Wednesday and a Thursday for training. The other hours can be made up in either half days or whole days on any day suitable to the applicant. Additional hours may be required during busy periods or to help with cover during staff holidays.

Full training will be given in a COVID safe environment.

Benefits:

• Company pension
• Flexible schedule
• On-site parking

Schedule:

• Monday to Friday
• No weekends

COVID-19 considerations:
After a remote interview, if the applicant proceeds to stage 2 of interview, they will be invited into the office. Please wear mask throughout and use hand sanitizing stations as required.

Experience:

• personal assistant: 1 year (Preferred)

Work remotely:

• No

COVID-19 Precaution(s):

• Remote interview process
• Social distancing guidelines in place
• Sanitization, disinfection or cleaning procedures in place

Required Knowledge, Skills, and Abilities

The ideal candidate must be organized, be able to work to deadlines, demonstrate initiative, and have good communication skills and an excellent knowledge of Microsoft packages including Word, Excel and Outlook. Experience in a similar office administration role is ESSENTIAL and experience of working in the hospitality sector is desirable. The ability to priorities workload is paramount and you must have good oral and written communication skills. You should be highly motivated, be able to demonstrate resilience and be able to work on your own and as part of a team.