Helping to consolidate and correct the fixed asset register, all old and outstanding purchase orders, credit control for approximately 500 accounts, other adhoc duties.

The company, a New York based $13.1 billion Hedge Fund, has expanded over the last 3 years to a 2,000 sq ft office located in St James Square, consisting of 10 staff members. I took on the role of Office Manager in July 2007 and have so far updated the company healthcare scheme, restructured the filing system to a more efficient system, planned, implemented and successfully managed a full internal office move over one weekend, and cut office costs by changing to cheaper and more efficient couriers, cleaning company and office stationery suppliers.
My main responsibilities are:
 Provision of full support to four directors, all based within the London office.
 Ad-hoc secretarial support to all analysts and office staff
 Extensive diary and meeting management (scheduling meetings with investors and fund managers as well as restaurant and entertainment booking)
 Organisation of business travel both UK based and international
 Production of agendas and itineraries for all meetings
 Preparation of correspondence, presentations and other business documents
 Pro-active maintenance of stationery levels, marketing material supplies and ad hoc office material/equipment
 Arranging facilities for new members of staff i.e. technical equipment (laptops, blackberries, phones
 Supervising the implementation of new office systems
 Monitoring and managing of contract suppliers/upkeep of office including cleaners, equipment maintenance and repair, IT systems/phone system/back up systems and other ad-hoc maintenance and repairs
 Maintenance of all staff information such as annual leave records and department budgets
 Processing invoices and expense claims
 Implementing and maintaining all staff healthcare, dental and travel insurance policies
 Arranging for health and safety equipment to be tested on a regular basis;
 Controlling the office budget/management of petty cash

This role consisted of three main job roles, which I have detailed below.
•Office Manager Assistant
As the office managers assistant I analysed all bills & costs incurred by the company to ensure they are always getting the most cost effective & premium service. One of my regular duties was to meet all contractors, sub-contractors & consultants to ensure that our and their requirements were being met and ensure that all aspects of the office were running smoothly . I was also the first point of contact for all staff issues regarding the office & equipment (i.e. stationary, printer/fax problems, ergonomic requirements - desks/chairs, etc). I also trained all staff, new & old, on any new software, programs or equipment we had installed, ensuring I was always around to help with ad-hoc questions or queries.

Personal Assistant
My role as a personal assistant was a varied role involving arranging and coordinating travel arrangements including flights, hotels, trains & car transfers for the finance team. I also ensured the effective management of diaries including the arrangement of meetings & appointments, booking internal & external meeting rooms, conference calls, lunches & client drinks whilst interacting with clients & colleagues in an efficient & professional manner. Daily I maintained all JER contacts in both Outlook & SalesLogix databases, assisted our assets team with the design & completion of investor PowerPoint presentations, completed expenses for the finance team in a timely & accurate manner to enable prompt payment, organised & maintained the manual & electronic filing systems & provided cover & support where necessary in the absence of other Executive Assistants & staff members. I also provided general administrative support including entering billable hours worked onto our electronic pay system (E-time), directors & vice-presidents weekly whereabouts, faxing, copying, binding, shredding, post, & general ad-hoc duties.

Accounts Assistant
Corporate Accounting:
My day to day duties in this part of my role at JER involved all of the receipts and payments of the company (i.e accounts receivable and accounts payable). I collated all the payable invoices, ensuring they had been duly authorised, and on a regular basis I performed all necessary tasks to undertake the actual payment (up to authorisation and release) for all CHAPS, BACS, International Wires & Foreign Currency transactions. I also maintained the cash sheets & balances for 6 bank accounts which consisted of USD, SFr, EUR & GBP denominations, from which on a weekly basis I placed surplus funds on deposit in order to maximise the benefit from the cash the company holds. Along with processing normal payments (which also included the handling of the petty cash) I was also the first point of reference for all office payment and customer account queries , and was tasked with analysing individual supplier accounts as and when required. Further, on a monthly basis I coded, uploaded & posted all transactions in to the general ledgers (of the accounting software) & ensured all bank accounts balance & all transactions had been entered on to the correct nominal account.
Investment/Fund Accounting:
On a day to day basis I managed & updated cash sheets for all three of our European funds & our Russian fund, covering all currencies including USD, EUR, GBP, RUB & CHF. I also checked & paid all due diligence, asset management & corporate recharge invoices & arranged payments via international wire to all investors, customers & businesses involved in our funds. On a weekly basis I deposited any surplus funds to again ensure maximum benefit from cash balances held; and when large foreign currency payments were made, I always negotiated to obtain the best exchange rates from our bank's foreign currency departments. Also on a quarterly basis I arranged for a distribution from our investments to be sent to each investor & paid investment management fees to our corporate division.

My duties included the day to day running of the office, handling all calls, faxes and emails. Helping the drivers with queries and ensuring they stayed within regulations with regard to driving times and breaks. Ensuring all vehicles had a valid tax disc, MOT and that the vehicle servicing was carried out within the specified legal limits. The role also included daily sorting of all delivery’s and ensuring each driver had their delivery run picked and ready for loading on to their vehicle, daily entry of the previous day’s deliveries and then calculating the cost for our monthly invoicing to the customers, this also involved a small amount of credit control.

I spent 6 months working in four temporary roles with Hays & MD Personnel, two roles were based locally to Dartford and two roles were based in central London. All roles were accounts based, mainly purchase ledger. I worked for a variety of companies from media to transport to investments. In March 2004 I started as a temporary office assistant for Caffin Road Transport and progressed to a full time role.

When I first joined Punter Southall I worked in the accounts department consisting of six people. The company had approximately 250 staff. My role there involved some credit control but mostly purchase ledger. I initiated and completed all cheque runs for approximately 120 suppliers on a weekly basis. I also paid all staff expenses on a monthly basis; this was generally for 45-50 staff. The petty cash was another of my responsibilities, as well as working quite closely with the 4 company directors on all purchase ledger issues and way’s in which to improve the systems we used.

When I first joined Punter Southall I worked in the accounts department consisting of six people. The company had approximately 250 staff. My role there involved some credit control but mostly purchase ledger. I initiated and completed all cheque runs for approximately 120 suppliers on a weekly basis. I also paid all staff expenses on a monthly basis; this was generally for 45-50 staff. The petty cash was another of my responsibilities, as well as working quite closely with the 4 company directors on all purchase ledger issues and way’s in which to improve the systems we used.

My role at this store as head cashier involved checking and overseeing the daily cash, cheques & debit/credit card payments. Cashing up of all monies every evening and banking this weekly via a securior collection. On average the cashflow was around £250,000 a week. I also progressed to the role of training all new staff for around 35 of our stores on all company procedures and the functions of the store till. In addition to this I took care of all staff rota’s, staff holidays, sickness and general queries or problems. The role also included general store duties such as customer queries, special orders, selling goods & maintaining the appearance of the store