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Grima - Office Manager - Cardiff, UK

Nina Grima

Cardiff, UK


Office Manager


A dedicated, dynamic and results-driven office manager with extensive qualifications including: Prince 2 certification and proven career progression, who inspires genuine respect from team members. Possessing a wealth of transferable skills including: outstanding interpersonal and leadership abilities; a meticulous attention to detail; with a strong focus on customer care; and Health and Safety compliance. Highly adaptable, quick to grasp new ideas and concepts whilst identifying key improvements to working practices to maximise efficiency and profitability without compromising quality. A self-starter enjoys being part of, as well as managing and developing, a successful and productive team and thrives in highly challenging working environments. Now looking for a new and challenging position within a forward-thinking organisation that will make best use of existing skills and experience whilst facilitating further personal and professional development.

Work History

Operations/Office Manager

Exelcis Ltd

February 2012 - April 2012

Overseeing all aspects of office start-up, including ordering furniture, telephones, power rails etc., asset tracking all new equipment, setting up paper, electronic filing and databases; undertaking basic accounting and budget management
Designing and implementing all HR systems and processes in order to facilitate the effective running of the business, including facilities management
Attending weekly teleconferencing meetings to report updates, minutes taking, circulating information ensuring d actions and outcomes are effectively implemented
Recruiting staff, managing exchange students, researching possible funding and CPhI exhibitions
Pro-actively networking to promote the company within and outside the University
Providing full support to all directors on and off site

Academy Manager


October 2010 - June 2011

Bring academy up to ISO9001 standard in order to pass certification audit - accreditation granted 14/02/11
Install Health & Safety procedures and undertake fire risk assessment for building
Undertake budgeting and accounting for two academy sites and prepare annual reports
Research and prepare technical training proposals for overseas oil companies
Support students in applications, visas, government forms etc and general welfare issues
Manage and provide support to teachers and organise monthly forums for teacher training sessions
Undertake full recruitment process of teachers to meet British Council standards
Exam invigilation
Undertake all HR issues, monitor sickness, timekeeping, hours invoiced by teachers and undertake disciplinary procedure for director
Undertake marketing for the academy via various embassies, oil companies and local authorities
Liaise with British Council, English UK, UKBA, QMS and other accreditation agencies
Undertake accounting and invoice payments as well as managing petty cash
Manage all room moves
Address all maintenance, facilities issues monitoring SLAs

Asset Disposal Manager

Templeton LPA Cardiff

July 2009 - October 2010

Establish and maintain full auditable process for Disposal Team to follow
Liaise with managing agents, selling agents, solicitors and clients on a daily basis
Participate in conference calls with each selling agent & solicitors
Undertake visits to acting solicitors and selling agents to audit and improve sales process
Hold sales team meetings to update team on progress
Monitor progress from instruction to pre, on the market and sale completed, collating weekly reports
Answer property queries from all interested parties - borrower, lender, tenants, selling agent, managing agents etc
Produce and present reports and forecasts to directors and clients
Devise KPIs and corporate dashboard for Sales team to produce weekly, monthly KPI reporting
Undertake quality control
Ensure that the team works to TCF guidelines and under FSA regulations in dealing with the sale of each property
Monitor and report on each selling agent to the Board and Client, comparing performance by % achieved against original base valuation, currently running at 106% across all agents
Ensure monthly targets are hit consistently and achieved £90M+ revenue to client in first year
Manage workload of team and provide on the job training to enable confidence and ability in roles
Record and monitor sickness, overtime and holidays
Undertake initial interview for disciplinary when necessary

Block Management Co-ordinator

R H Seel & Co Cardiff

September 2008 - July 2009

Manage workloads for 4 Property Managers and ensure smooth running of department
Organise AGM and director meetings for sites circulating notices, accounts, minutes and attending to take minutes
Undertake company secretarial duties for sites, registering new directors, issuing share / membership certificates as part of transfer process, filing accounts and maintaining share register software to complete annual returns correctly
Help produce annual budgets and 10 year maintenance plans
Raise job sheets and procurement orders for contractors to attend site on reports of maintenance issues
Monitor service charge accounts and ensure spending does not exceed budgets
Undertake insurance claims and negotiate policy renewals, maintaining insurance log for FSA audits
Liaise between contractors, residents, property managers and insurers where necessary
Carry out DVLA checks on abandoned cars - successfully undertook a DVLA Audit
Co-ordinate quarterly site audits, issuing Section 20 Notices where major works are required and obtaining quotations via tender
Resolution of complaints, maintenance issues and ensure general customer satisfaction
Manage recruitment process, complete candidate selection for interview, arrange interview timetable, complete referencing process etc

Site Office Manager

Lend Lease Cardiff

March 2007 - October 2007

Office & Management duties:
Maintain records of all administration undertaken by secretary and charge back to each site
Handle daily post for the department and complete both paper and electronic filing
Maintain key register
Develop methods of working that are communicated and understood by all staff - liaising and negotiating with appropriate parties to seek an effective co-ordination between architectural, planning and subcontractor teams.
Monitor expenditure on all materials in particular subcontractor recharges for telephony and reprographics.
In this regard complete monthly reports for commercial manager. - Production of graphs, reports, diagrams
and circulated material regularly to keep all well informed.
Keep up to date all emergency call out schedules, Project Directory and third Party Contacts
Manage recruitment process, liaise with recruitment agencies, complete candidate selection for interview, arrange interview timetable, carry out interviews, complete referencing process etc
Maintain a high level of administrative staff support and morale.
Log and maintain an effective record of holidays, time keeping, expenses and sickness.
Formulate and develop Standard Project Procedures (Filing/ switchboard/ conference calls/security etc).
Organise the maintenance repair, installation of all office facilities and services. (Cleaning, waste, reprographics, refreshments buffets, welfare unit & PPE).
Devise and maintain: a business continuity plan; project recovery plan; 'Training Matrix' and Licences to Practice record; insurance report; and H&S Fire and crisis management.

PA to Commercial and Programming Directors

Millennium Centre Cardiff

September 2006 - December 2006

Provide full support to two Directors
Deal with all enquiries and complaints on Directors' behalf
Organise internal and external meetings, prepare agendas, minutes and distribute
Produce weekly sales figures using Tessitura software
Produce income figures for performance packages
Set up a system to ensure that PRS is paid and claimed back from production companies
Monitor and allocate house seats to corporate supporters, guild members and staff
Research information/productions as required
Help with organisation of corporate events
Raise purchase orders for expenditure
Organise overseas travel and hotel arrangements
Balance corporate and personal credit card expenses
Full overhaul of office administration

Legal Secretary

Davies Solicitors Cardiff

June 2006 - September 2006

Provide full support to Solicitor, Associates and PI Paralegal
Manage busy diaries, arranging meetings and rooms
Prepare legal papers i.e. Contract Letters, Instructions to Counsel, Claim Forms, Court bundles, Witness Statements
Input solicitor timesheets on to Legal Ledger

Office Manager

Naunton Jones Le Masurier Cardiff

May 2005 - June 2006

Provide full secretarial support to partner and other accountants
Management of a busy diary, organising meetings and meeting rooms
Deal with client queries over the telephone & in person
Manage reception area, ensuring neat and welcoming for clients
Introduce comprehensive filing systems, both paper and electronic to bring office up to audit standard - passed audit
Manage stationery orders and deliveries
Handle petty cash
Send out contract letters, invoice monthly fees, chase payment when required
Allocate monthly work schedules to accountants
Solve any technical problems with printers and pc's
Organise repairs to building and monitor cleaning etc

PA to Commercial Dispute Resolution Partner & Associate

Edwards Geldard Solicitors Cardiff

January 2005 - May 2005

Provide full secretarial support
Management of a busy diary, organising meetings, rooms and refreshments
Dealing with client queries
Prepare legal papers i.e. Contract Letters, Instructions to Counsel, Claim Forms, Court bundles, Witness Statements
All monthly billing for Partner & Associate as well as compiling expense claims and reconciling credit card bills
Other projects set by the Partner such as sourcing information as necessary

Qualifications & Certifications

Diploma in Human Resources (NVQ Level 3)

Diploma in Human Resources (NVQ Level 3)

Diploma in Operations Management (NVQ level 3)

Diploma in Operations Management (NVQ level 3)

Diploma in H&S (NVQ level 3)

Diploma in H&S (NVQ level 3)

Prince 2

Prince 2

Sage Line 50 Accounting Refresher Course

Sage Line 50 Accounting Refresher Course

Site Incident & Injury Free Safety Course

Site Incident & Injury Free Safety Course

A' Levels

Bishop Hannan

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