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Office Manager
Full-time/ Office based 9am-6pm
Description
Our Leading client is an exciting opportunity for a new position.
The Office Manager is responsible for overseeing the day-to-day operations of the office, ensuring efficiency, compliance, and a well-organized working environment.
A key aspect of the role is managing and maintaining the companys various accreditations, ensuring compliance with industry standards, and leading continuous improvement initiatives. The Office Manager will also support administrative, HR, and health & safety processes while acting as the primary point of contact for office management matters.
Key Responsibilities
Reception
Meet and greet visitors.
Answer and transfer calls, screening where appropriate.
Manage company inboxes, forwarding communication with immediate effect.
Assist with leads & enquiries received over the phone and by email.
Receive office-based deliveries.
Open, stamp and distribute for all incoming post.
Arrange couriers/postage/stamps for all outgoing post.
Attend board and management meetings as required; minutes taking and distribution.
Travel arrangements including booking flights, hotels, transfers, restaurants, etc.
Other reasonable tasks required to meet the overall purpose of the role.
Operations
Introduce standard operating procedures and user manuals that
formalize company operations.
Assist in formalizing onboarding, training and offboarding procedures.
Maintain office supplies inventory and place orders as needed.
Maintain supplier records and databases, ensuring accuracy and confidentiality.
Maintain asset records and databases, ensuring accuracy and confidentiality.
Work closely with the finance team to ensure accurate record-keeping and financial reporting of office operations.
Managing the process and paperwork (incl. renewal) for the following accreditations ISO, BALI, CHAS, LI, Constructionline.
Facilities & Fleet Management
Manage communications with office landlord, managing agent and concierge.
Oversee the maintenance of office facilities and equipment, ensuring they are in good working condition.
Coordinate with vendors and service providers for office repairs, cleaning, and other services.
Maintain a clean and organized office environment, including common areas and meeting rooms.
Ensure office premises comply with H&S legislation as advised by the company consultant.
Management of accident book and any RIDDOR reporting for office-based staff.
POC for security, IT, phone, and internet service providers, and ensure all related account information is appropriately recorded and filed.
Manage the office entry/exit fob security system and related procedures.
Manage the Shared calendar for all meeting room bookings and other relevant company appointments.
Manage fleet induction, maintenance and servicing including paperwork relating to parking, fines, recharges, congestion charges etc.
Manage fleet servicing, MOTs and accident claims and repairs.
Work closely with the Finance Director to ensure all insurances are in place for the fleet and potential accidents.
Company Brand & Culture:
Assist Marketing Manager in ensuring adherence to company brand guidelines, especially internal templates, and collateral.
Manage the ordering and stock-take of uniforms and branded collateral in collaboration with, where relevant, Marketing Manager and Construction division.
Plan and organize team-building activities, social events, and celebrations.
Requirements
Bachelor's degree in business administration, human resources, or related field preferred.
Proven experience in office management, administration, or a similar role.
Strong organizational skills with the ability to multitask and priorities effectively.
Experience managing ISO accreditations or similar regulatory compliance processes.
Excellent communication and interpersonal skills, with a professional phone manner.
Confident interpersonal skills & ability to interact successfully with employees at all levels.
IT Savvy with proficiency in Microsoft Office and general office software.
A proactive, problem-solving mindset with keen attention to detail.
Previous experience in construction or similar industry an advantage.
Benefits
Commitment to professional development and training.
20 days of annual leave + 8 bank holidays.
Additional holiday accrual with length of service (up to 25 days).
Birthday day off.
Pension scheme.
Refer a friend bonus (£500 after tax).
Health Cash Plan (after the probation period).
Employee Assistance Program.
Access to an employee e-learning platform.
Cycle to Work Scheme (after the probation period).
Regular social events.
