Office Manager

The Client

A multi-disciplinary contractor with approximately 100 employees and turnover of £22 million for year ending 31 May 2024. The business is made up of a FM & Small Works Team, M&E Team and a Projects delivery team.

Projects, fit out and refurbishment make up approximately 50% of company revenue with the remainder generated from FM & Small works and stand-alone Electrical and Mechanical works.

They are a people-oriented business with core values of providing quality and innovation with a strong sense of unity and acting responsibly to our customers, each other, and the environment. We maintain a collaborative and positive culture that fosters long-term relationships.

The Role

The office manager will be a highly motivated and organised professional. The role will involve being a point of contact for the Senior Management Team and Managing Director.

Key Responsibilities

Office Management

1. Oversee Daily Office Operations and Procedures:

• Ensure the office environment is organised, efficient, and conducive to productivity.
• Implement and maintain office policies and procedures to improve operational efficiency.
• Handle incoming and outgoing correspondence, including emails, phone calls, and post.
• Assist with general office duties, such as meeting room management, filing, and photocopying.

• Monitor inventory levels of office supplies and equipment.
• Conduct regular audits to ensure adequate stock levels.
• Manage the procurement process, including placing orders, receiving deliveries, and verifying invoices to obtain the best prices and quality.

• Schedule and oversee regular maintenance and repairs of office equipment (e.g., printers, copiers, computers).
• Liaise with building management and coworkers for facility maintenance and improvements, addressing issues promptly to minimise disruptions.
• Ensure compliance with health and safety regulations.

• Work with Finance to prepare and manage the office budget, tracking expenses and ensuring cost-effectiveness.
• Manage office contracts including printers, mobile phones, etc.
• Approve and process invoices, ensuring timely payment to vendors and service providers.
• Identify opportunities for cost savings and implement measures to reduce expenses.

• Coordinate with vendors, venues, and other stakeholders to ensure successful event execution.

Marketing Management

1. Assist in the development and implementation of basic marketing strategies with external providers.
2. Coordinate marketing campaigns as directed and track their performance.
3. Manage social media accounts and create engaging content.

HR Administration

1. Assist with the recruitment process, including posting job ads and scheduling interviews.
2. Onboarding / Offboarding employees including working with Line Managers and IT.
3. Maintain employee records and ensure compliance with HR policies.
4. Manage employee benefits, keeping finance updated as required.
5. Maintain employee training records.
6. Manage the HR system.
7. Administer employee Reward & Recognition schemes.
8. Support with employee disciplinary matters, seeking and implementing guidance from external consultants.
9. Employee Security Clearance and vetting to customer requirements.
10. Liaison with local colleges regarding Apprentice training.

Support to Managing Director

1. Travel Arrangements: Plan and book domestic and international travel, including flights, accommodation, and transportation, ensuring all necessary travel documents are in order.
2. Handle any travel-related issues or changes promptly.

Other Ad Hoc Duties

1. Compliance recording and updating policies and procedures.
2. Project Support:

• Provide administrative support for special projects as assigned by the Managing Director or other senior management.
• Conduct research, gather data, and prepare reports or presentations as needed.

• Support other departments with administrative tasks during peak periods or staff shortages.

• Be prepared to handle tasks that may not be explicitly listed in the job description but are necessary for the smooth operation of the office.

Expected Behaviours

1. Professionalism: Always be professional and represent the company well.
2. Reliability: Be on time, dependable, and consistent in your work.
3. Adaptability: Stay flexible and positive when facing new tasks or challenges.
4. Attention to Detail: Double-check your work to keep it accurate and thorough.
5. Communication: Communicate clearly, listen well, and give helpful feedback.
6. Team Collaboration: Work well with others and help the team succeed.
7. Confidentiality: Keep sensitive information private and secure.
8. Initiative: Look for ways to improve and go the extra mile for the team.

#J-18808-Ljbffr…