Office Manager

We are seeking a highly motivated and organised Office Manager to join our team. This role involves being a key point of contact for the Senior Management Team and Managing Director, ensuring the smooth operation of office functions and contributing to various administrative areas.

1. Office Management:

• 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.
• Maintain Office Supplies:
  • 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.
• Coordinate Maintenance of Office Equipment and Facilities:
  • 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.
• Manage Office Budgets & Contracts:
  • 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.
• Plan and organise office social events, including team-building activities, holiday parties, and other celebrations:
  • Coordinate with vendors, venues, and other stakeholders to ensure successful event execution.
  • Foster a positive and inclusive office culture.

3. HR Administration:

• Assist with the recruitment process, including posting job ads, scheduling interviews.
• Onboarding/Offboarding employees including working with Line Managers and IT.
• Maintain employee records and ensure compliance with HR policies.
• Manage employee benefits keeping finance updated as required.
• Maintaining employee training records.
• Managing the HR system.
• Administering employee Reward & Recognition schemes.
• Supporting with employee disciplinary matters, seeking and implementing guidance from external consultants.
• Employee Security Clearance and vetting to customer requirements.
• Liaison with local colleges in respect to Apprentice training.

4. Support to Managing Director:

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

To apply for the Office Manager position, please apply online or contact Leon Henry at Reed, Milton Keynes for further information regarding the role.