Martina Reinhardt

Experienced Office Manager, Executive PA and Studio Manager with over 25 years of administrative, operational and business support experience across corporate and SME environments. Highly organised, proactive and adaptable, with a proven track record of managing office operations, supporting senior leadership, implementing efficient administrative systems and coordinating multiple priorities simultaneously. Recognised for building strong working relationships, improving business processes and maintaining the highest levels of professionalism and confidentiality.

Skilled at managing people, suppliers, contractors, facilities, health and safety, HR administration and client relationships while ensuring the smooth day-to-day running of the business.

Director's PA / Studio Manager - Osborne Interiors

(2020-08)

Provide comprehensive business and personal support to the Director while overseeing the smooth day-to-day operation of a busy design studio.

• Manage the Director's complex diary, meetings and appointments.
• Coordinate installation schedules for fitting teams and contractors.
• Act as the first point of contact for clients, suppliers and contractors.
• Prepare contracts, correspondence and business documentation.
• Manage order processing, contract administration and invoicing.
• Maintain office equipment and oversee stock replenishment.
• Coordinate domestic and international travel arrangements.
• Develop and implement improved administrative systems and processes.
• Manage electronic filing and business databases.
• Serve as Health & Safety Coordinator for the studio.
• Support the Director with both business and personal administration.

PA to the General Manager / Depot Administrator - Scania GB

(2011-05 - 2020-08)

Provided executive support to senior management while managing key operational and administrative functions for a busy commercial vehicle depot.

• Supported the General Manager and Aftersales Manager with executive administration.
• Managed complex electronic diaries and meeting schedules.
• Organised meetings, travel arrangements and company events.
• Administered payroll for approximately 80 employees.
• Maintained personnel files and HR records.
• Assisted with recruitment, onboarding and induction of new employees.
• Managed staff holiday planning and training schedules.
• Coordinated contractors, permits and insurance documentation.
• Served as Health & Safety Coordinator and First Aider.
• Managed depot purchasing, purchase orders and invoice verification.
• Maintained office supplies, PPE and catering stock.
• Submitted management expenses using Concur.
• Managed absenteeism records and employee reviews.
• Prepared documentation for Health & Safety, Environmental and Operational audits.
• Acted as the primary contact for IT support issues.
• Maintained electronic filing systems and depot communications.
• Introduced and improved administrative systems and working practices.
• Successfully supported multiple business audits and compliance requirements.
• Coordinated administrative support for a workforce of around 80 employees.

PA / Administrator - Various Temporary Assignments

(2010-06 - 2011-05)

Completed a variety of temporary assignments providing administrative and PA support across different organisations.

Personal Assistant to Directors - Executive Autos

(1999-04 - 2010-06)

Provided full administrative and personal support to two company directors.

• Executive diary management.
• National and international travel arrangements.
• Banking and financial administration.
• Client liaison and reception.
• Vehicle sales support and customer service.
• Photography and advertising.
• Responding to telephone and email enquiries.
• Keyholder responsibilities.

Customer Service Secretary - TNT Skypak

Customer Service Receptionist - SMC Rover

USA Car Reservation Agent - Alamo Rent A Car - USA

Secretary - Mann & Co Estate Agents

CSEs - The Douay Martyrs RC School, Ickenham