Office Manager - Part Time

Office Manager

Location: London, NW6

Salary: £35K-£40K pro rata

Hours: Part time (24-30 hrs)

Our client seeking a highly organised and detail-oriented individual to join our team as a Office Manager based out of their UK office. In this role, you will play a crucial part in supporting our UK, EU & USA functions from a People angle while also ensuring smooth operations for the UK entity across multiple business units (i.e. VAT Reclaim, Wtax, VAT Compliance) from an Office Management standpoint.

You will be responsible for partnering with the Head of People in driving HR efficiencies and practices as well as event roll out in the UK, USA and European regions. The ideal candidate is organized, can manage multiple responsibilities, adhere to deadlines, and drive the right cultural behaviours.

Responsibilities - Office Management

• Oversee the general office operation including maintenance of office suppliers and equipment.

• Support onboarding of new starters to ensure a smooth induction process e.g., internal access cards, office equipment etc.

• Oversee the sourcing, ordering and purchasing of supplies and general items for the office including (butnot limited to) stationery and kitchen consumables, in line with allocated budget.

• Formulation and management of an office budget

• Assist with any catering requirements for Management meetings.

• General maintenance and upkeep of office perks i.e. replenishing coffee and water stations, managing chill areas etc.

• Co-ordinating travel and accommodation for staff from international offices

• Negotiate corporate rates with hotels in London, and manage the partnership on an ongoing basis

• General admin including general scanning, printing and filing

• Undertake any other projects/tasks as reasonably required to facilitate a smooth operation

• Support the planning and execution of office events and meetings

Responsibilites - People Function

• Support the Head of People with Recruitment related practices; interview scheduling, documentation preparation and any other administrative related tasks.

• Support the administrative relocation process relating to visa requirements, for all relocators immigrating to the UK. Propose a cultural integration plan for all relocators to ease the transition process.

• Assist in managing HR processes such as employee onboarding, employee records maintenance and employee offboarding.

• Maintain accurate employee data in the Human Resources Information System and generate ad hoc reports for the Head of People in relation to employee head count, new joiners, exiting staff and exit interview feedback.

• Partner with The Head of HR, in-house labour advisor and business leaders to support, develop and implement HR policies and procedures where needed.

• Assist with collating, drafting, and distributing internal HR, and Cultural communications and announcements on internal communications platform

• Respond to employee queries related to employment matters, HR policies, procedures and practices timeously.

• Assist in organizing employee engagement activities in the office e.g., monthly Happy Hour events, yearend events, teams builds etc.

• Preparing and tracking a budget for all People, Training and Office Management related initiatives

• Junior level consulting with employees across the employee life cycle

• Collaborate with subject matter experts and department managers to identify training gaps and partner with HR and Learning and Development teams to develop solutions that ensure value add.

• Coordinate logistics for training programs including scheduling, venue booking and equipment set up

• Maintain training records and training systems, ensure documentation and records are up to date and mandatory trainings have been completed.

The perfect candidate will:

• Be meticulous and with great attention to detail

• Have strong problem-solving skills and be driven by their own initiative

• Have the ability to maintain data accuracy and integrity

• Be an excellent multi-tasker able to manage multiple priorities and work under deadlines

• Demonstrate a strong inclination towards people, and ability to communicate and collaborate with employees and stakeholders across various geographies

• Lead with the ability to ensure highest standards of confidentiality

• Be proactive and show an ability to work in an unstructured environment

• Have excellent MS Office Applications such as Excel, Word and PowerPoint