PA / Operations Manager

PA / Operations Manager - FSR PART TIME OPPORTUNITY

Up to £40,000 pro rata

Part-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.