Office Manager/PA and Social Media Co-Ordinator

Job details

Job title:

Office Manager/PA and Social Media Co-Ordinator

West End, Soho
£20,000 - £23,000
PA, Office Manager, Administrator, Receptionist
Job type:
Permanent, Secretarial
Job reference:

Job Description

Bain and Gray are a privately owned agency based in the heart of Soho.  Providing a bespoke but excellent service to their clients who include media, finance, HNWI’s, property amongst others, they employ a team of 8 consultants who are all experts in their field. We are now seeking an Office Manager/PA to join our team to provide the backbone of administration and office support.  With a particular emphasis on social media updating and blogging, this role would  suit someone who has completed the OMBS course and wants to join a successful and growing team.  Someone who loves writing and has a flair for English.  Someone who has a genuine interest in all social media platforms and wants to be the driver of this part of our business.  You must also be very organised, smiley, love people and be able to juggle many balls in a sometimes very busy office.  There is also some PA support to the two founding Directors and admin support to the team. Based in gorgeous offices in Soho, Bain and Gray are  a very sociable team, have a fabulous work culture and are keen to find the right person to come and our successful agency. Please email your CV to or


  • Personal/Business PA support to Directors; Managing their diaries when requested
  • Carrying out specific projects and research
  • Writing, proof reading and formatting of letters, legal contracts, company documents
  • Working on projects with Emily and Claire –
  • Researching and planning for Directors and Team client meetings and social eventsPA Duties and Office Administration


  • Answering phones, transferring calls and taking messages – troubleshooting any issues as necessary
  • Organising breakfasts, lunches, shopping, post office and other general errands
  • Meet and greet candidates for registration, ensuring all registration forms are completed and passports are scanned prior to interview
  • paperwork printed for registration (skill sheets/temp packs)
  • Booking in candidates as requested, sending out registration forms as required
  • Database; maintaining and managing the database; inputting candidate details and photos.  Inputting all client details, and relevant contacts
  • Maintaining files, filing cabinets etc.
  • Ordering stationery, ink cartridges and
  • General office administration
  • Fresh flowers each week
  • Taking rubbish out
  • All Invoicing for clients
  • Managing cleaner and taking pride in office presentation and candidate interview area
  • Paying in cheques/post office/any other external errands as needed and requested by Directors
  • Manage holiday records
  • Managing  petty cash, expenses and credit card reconciliation


  • First point of contact for IT, telephone and database issues – solving the issue or passing over to our IT support
  •  Managing all technical issues  / upgrades and liaising with our IT company with any problems


  • Point of contact for all Advertising platforms (guardian/SITC/other/Mountbatten/Colleges)
  • Sending suitable jobs to the colleges for the students
  • Collating and putting together student hand-outs for College career talks and fairs 3 – 4 times per year
  • Blogging weekly.  Laising with Moore Wilson to ensure we are number in google rankings
  • Assisting with Moore-Wilson  (IT agency) with:
    • Website maintenance / changes
    • Website hosting
    • SEO (Search Engine Optimisation)
  • Sending our viral mail to candidates and clients
  • Updating our website daily with new jobs and keeping it updated
  • Keeping our social media (Twitter, Facebook, LinkedIn and Google +) recent and frequent
  • Assist with our new blog – keeping it current and thinking of new ways to attract readers



  • Assisting company accountant
  • Assisting CG re chasing debtors and necessary docs
  • Compiling all the necessary invoices for temporary and permanent placements  using Xero accounting system
  • Ensuring invoices are checked off
  • Inputting all client details, and relevant contacts
  • Managing cleaner and taking pride in office presentation and candidate interview area
  • Paying in cheques/post office/any other external errands as needed and requested by Directors