Office Manager

Your new companyMy client is a dynamic and forward-thinking company, committed to providing exceptional services and fostering a supportive work environment. They are currently seeking an experienced Office Manager to oversee the operations and administrative activities that ensure the smooth running of their Southampton office.

Your new roleThe Office Manager will be responsible for organising facilities, people, information, and other resources to facilitate the efficient operation of the office. 35 hours per week with 60 minutes per day for lunch. Standard working hours are 9:00 am - 5:00 pm. Key Responsibilities:Facilities Management:

• Liaise with building landlords on day-to-day matters related to the office and its services.
• Maintain the office condition and arrange necessary repairs.
• Assist with office upgrades or moves.
• Oversee physical security and access (with outsourcing).
• Act as key-holder and be on the emergency call-out list for intruder alarms.
• Ensure cleanliness and fitness for use (with outsourcing).
• Manage internal office moves.
• Serve as the first point of contact for utilities, forwarding approval invoices to the Finance team for settlement.
• Obtain quotations and engage services of tradespeople for essential works, refurbishments, and decorations.
• Manage stocks of stationery, refreshments, consumables, drinking water, and branded merchandise.
• Manage relationships with suppliers for interoffice travel, including taxis, hotels, and conferencing facilities.
• Act as lead Fire Marshal and ensure adequate supporting fire marshals are in place.
• Manage the floor plan and ensure desks are allocated to permanent teams and visitors.

Risk Management:

• Oversee Health & Safety, including evacuation plans, first aid, and fire marshals.
• Manage the Business Continuity Plan.
• Complete periodic Fire and Health & Safety Risk Assessments and standard reports.
• Conduct periodic Clear Desk checks and report findings.

Information Technology:

• Liaise with the IT team on the installation of hardware equipment.
• Oversee Display Screen Assessments and ergonomics equipment.

New Joiners:

• Support HR in updating and maintaining office policies as necessary.
• Issue access FOBs and assign parking spaces to new joiners.
• Conduct office tours for new joiners.
• Assist with the leaver process, including collecting FOBs and disabling building access.

Other Duties:

• Respond to internal requests for information or administrative assistance from other departments and offices.
• Perform ad-hoc activities as required.
• Provide general support to visitors.
• Manage the office attendance tracker.
• Assist with project support and minute-taking.
• Project manage ad-hoc small projects and initiatives.
• Conduct first-line DSE and ergonomics assessments, referring to third parties if escalation is required.

What you'll need to succeed

• A minimum of 3 years' previous experience in a similar office management role.
• Strong organisational, analytical, and IT skills.
• Ability to work with minimal supervision to tight deadlines and commitment to providing a high level of client service.
• Excellent oral and written communication skills.
• Leadership skills, ability to supervise people and processes, work well in a matrix structure, work under pressure, be diligent, take initiative, organise and manage workloads, and anticipate problems and next steps.

What you'll get in return

• 25 days holiday entitlement with the ability to buy/sell 5 days per financial year.
• Discretionary bonus scheme.
• Private medical insurance (from day 1 with all previous conditions disregarded). Option to add family members at the candidate's own cost.
• Permanent health insurance.
• Life assurance x4 annual salary.
• Pension scheme (5% employee / 3% employer).
• Travel loan scheme for a train season ticket, repayable via monthly payroll.
• Cycle2Work scheme

What you need to do nowIf you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.

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