Office Manager - Fixed Term Contract

Office Manager - FTC

Nottingham

Up to 35k DOE

We are working with an established engineering practice who are seeking an experienced Office Manager to join their Nottingham office for an 18-month fixed-term contract, covering maternity leave.

You will provide essential professional support services to both the office and the wider Practice. You'll be expected to align with our values and objectives, contributing to strong communication and engagement with all staff, clients, and stakeholders. Your efforts will help maintain a culture of excellence in service delivery, drive best practices, and support continuous improvement.

Important: This position will require a Disclosure and Barring Service check, Baseline Personnel Security Standard, Counter Terrorism Check, or Developed Vetting clearance. For more details, please refer to the (url removed) website on National Security Vetting and Clearance Levels.

Key Responsibilities:

• Oversee administrative tasks for both the local office and the wider Practice.
• Manage office facilities and ensure a positive work environment.
• Serve as the main point of contact between the office and HR, handling employee lifecycle activities, training coordination, and database management.
• Collaborate with the Office Partner to manage the office budget.
• Provide a high standard of administrative support, including typing, photocopying, ordering supplies, scanning, filing, and travel arrangements.
• Prepare, coordinate, and review documentation using Microsoft Office tools, ensuring adherence to brand guidelines, client needs, and framework protocols.
• Assist in the production of tender and bid documents, following guidelines and managing deadlines.
• Organize meetings, prepare agendas and minutes, and follow up on action items. Manage the conference room schedule and coordinate catering if required.
• Manage Outlook calendars for both individual and central functions, including site access.
• Maintain accurate records in line with the Practice's records retention schedule, supporting tasks such as vetting, audits, invoicing, timesheets, and updating practice databases.
• Provide support with answering calls, managing mailboxes, and assisting central reception.
• Keep the CRM up to date, ensuring client data is accurate and preparing contact lists for marketing purposes.
• Support client relationships by coordinating campaigns, networking opportunities, and meetings.
• Collaborate with the central team to produce content that promotes the Practice's values, including print materials, online posts, blogs, social media, and project profiles.
• Actively participate in team meetings, staff inductions, training sessions, and contribute innovative solutions to challenges.
• Ensure compliance with ISO standards and other accreditations, acting as the main office contact.
• Foster positive working relationships across the Practice to improve efficiency and communication.

Essential Skills and Qualifications:

• GCSE (or equivalent) in Maths and English at grade C or above (preferred).
• Familiarity with construction industry terminology (preferred).
• Proven experience in administrative roles (essential).
• Experience in people management (preferred).
• Proficiency in Microsoft Office Suite.
• Exceptional organizational and planning abilities.
• Ability to prioritize and manage multiple tasks effectively.

If you're enthusiastic about this opportunity but feel your experience doesn't meet every single requirement, we still encourage you to apply by sending your CV to Carol Watson at Conrad Consulting.