Helena Vellas

• Line management: appraisals, guidance & mentoring, assisting with PDPs
• Ensuring team objectives & KPI’s are relevant and reached
• Recruitment and staffing of Front of House team
• Support Unit Lead and part of the Operations Committee
• Extensive liaison and relationship building with clients, contractors, landlord & staff
• Review office expenses and approval of invoices, analysing & reporting
• Managing contracts and commercial negotiations (e.g. cleaning, maintenance, suppliers) and making recommendations to the Leadership team
• Oversee all office administration services such as desk moves, furniture updates, repair & maintenance, meeting/conference room services & general office operations
• Liaising with the marketing, hospitality, and travel departments in the US to supervise the implementation of promotions and events in London
• Driving initiatives from headquarters such as implementing systems to keep services consistent across all the offices
• Develop & implement processes and procedures:
o Full workflow integration in Teams & Planner for WREM London tasks & projects
o Quarterly DSE assessments with full digital life cycle
o Online H&S training with reporting capability
o Full H&S procedures to meet regulatory standards
o Reviewed and updated cost centres and project codes for correct reporting
o Reviewed the snack program & recommended cost-efficient alternatives
• Driving the sustainability initiative by creating the Green Group London - to involve environmentally conscious employees in the evolvement of a more sustainable and eco-friendly office:
o Quarterly meetings
o Implemented environmentally friendly disposable supplies & cleaning equipment
o Desk bin removal & centralized waste management implementation
o Recycling awareness and upgrade through intervention in collaboration with Bywaters

Office Manager:
• Extensive liaison and relationship building with clients, contractors, landlord & staff
• Line management: appraisals, guidance & mentoring, assisting with PDPs
• Managing daily business operations: internal communications, weekly stand-ups, procurement, expenses etc.
• Implementation of software applications such as MS Teams
• Overseeing procurement budgets and office services
• Managing supplier contracts and commercial negotiations (such as insurances, lease, cleaning) and making recommendations to the FD
• IT support coordinator and first level support on technical queries/troubleshooting
• Document management: archiving, member of the SharePoint migration project team; creating folder structures, UAT, Security Risk Assessment and policies
• Social media & website management: LinkedIn, Twitter and 2 company websites
• Events management - Spring Conference, Christmas Party, NYE drinks

Business/Executive Assistant:
• Senior support to the 2 (initially 3) Co-founders/Managing Partners:
Gatekeeper | Diary management | Global travel | Meeting organisation (including business lunches/dinners) | Expenses | Events organisation | PA support (event bookings, travels)
• Proofreading, binding, send-out of materials, preparing presentations for meetings, board meeting prep
• Liaising with stakeholders on behalf of the business and the Partners

HR development and administration:
• Full recruitment life cycle, onboarding
• Managing the recruitment strategy, the Staff Handbook, and Holiday policy
• Researched and implemented companywide HR Platform/System
• Learning and development: rolling out training policies, providing in-house training
• Absence management
• Wellbeing in the Workplace initiative: Created and delivered a series of "Lunch & Learn" presentations with follow up workshops for practical implementation & training, e.g. covering topics such as stress.
• Health & Safety officer: H&S training, statutory audits etc.

Project management and coordination:
• Office move
• Company rebranding

Temporary position

General office administration
Front of house
Ad-hoc PA support to Principal

FTC

• Ensured legal compliance by monitoring & implementing applicable HR governmental requirements
• Developed guidelines and recommended HR policy & strategy plans
• Reorganised and maintained HR records by transferring to a data system
• Developed & managed employment induction and training employees in H&S
• Financial administration for expenses and sales (and full reporting), analysed data, bookkeeping, tracked expenses, invoicing and prepared payroll
• Liaison point for contractors, landlord and customers
• Stock management and office supplies
• Project Management: H&S Compliance for both restaurants. Increased the H&S Audit Score from 28% to 79%.

• Managing a high volume of inbound/outbound calls and emails in a timely manner.
􏰀• Identifying customers’ needs, clarifying information, researching issues and providing solutions and/or alternatives. 􏰀
• Maintaining financial accounts by processing customer adjustments.
􏰀• Training new customer service representatives.

• Responded to service outages and other problems; installing; and light coding & programming
• Supervising the daily operations of document technology and archiving run by 7 staff members
• Document management and filing/archiving
• Coordinator for external consultants
• Archiving production operations: cost & revenue analyses; product comparisons; legal policy adherence
• Developed & implemented policies for the digital archive; leading courses in archiving policies and the digital archive’s function & manual
• Ad-hoc office support: CRM, post, emails, front of house & telephone