Senior Office Manager

Overview:

As a Senior Office Manager and Administrator at Linesight, you will work with highly experienced, culturally diverse, and passionate teams nurturing a strong social dynamic and a shared sense of achievement. You will gain vast industry experience that will open doors for you, extend your skillset and expand your perspective. We will empower, support, and enable you to take real responsibility in your role so that you can take charge of your career progression with us. For us lasting trusted relationships are everything, both with our teams and our clients.

The Opportunity:

In this role, you will:

1. Directly manage and provide guidance to a team of office managers across multiple locations, setting expectations, establishing best practices, and ensuring consistent standards of office operations.
2. Conduct regular team meetings, provide mentorship, and support ongoing professional development for office managers to enhance their skills and align their efforts with company goals.
3. Coordinate cross-office processes to maintain a cohesive work environment, addressing any operational challenges that arise at each location and implementing solutions promptly.
4. Oversee essential administrative duties such as phone coverage, email management, and document preparation across offices, ensuring high-quality and timely responses.
5. Support executive and management teams by overseeing confidential documentation, assisting with internal communications, and providing backup for critical administrative functions as needed.
6. Generate accurate, complete, and timely invoices using billing software, and coordinate with office managers to ensure financial accuracy at all locations.
7. Monitor outstanding invoices and work with finance to ensure timely payments.
8. Oversee the planning, coordination, and distribution of annual holiday gifts to clients across the US and Canada, ensuring timely delivery and adherence to budget and company standards.
9. Plan and execute company events, including social gatherings in collaboration with the employee resource groups.
10. Collaborate with office managers and the bidding team to prepare and format proposals and bid documents, ensuring adherence to company standards.
11. Implement a document management system to organize bids, contracts, and related materials across locations for quick and easy access.
12. Oversee the procurement of office supplies, equipment, and furniture, managing vendor relationships, and coordinating budgets with office managers to maintain cost-efficiency.
13. Ensure that all locations are properly maintained, addressing facility issues, and coordinating repairs with building management and service providers.
14. Oversee database and system management across multiple offices, ensuring data accuracy, consistency, and timely reporting.
15. Work with IT and office managers to implement new systems or upgrades, streamlining workflows and enhancing data accessibility.
16. Coordinate with the HR team on the onboarding process, ensuring new hires receive a consistent orientation and access to resources across all offices.
17. Support additional HR initiatives, including employee engagement and cultural development activities at each location.

We would love to hear from you if:

1. You have proven experience in senior administrative or office management roles, ideally with 5+ years of experience, including managing a team.
2. Have strong organizational and multitasking abilities, with an emphasis on prioritization and attention to detail.
3. Are proficient in office management software, billing systems, and database tools, with advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint).
4. Have excellent interpersonal and communication skills, with the ability to lead and motivate a team.
5. Bachelor's degree in business administration, Office Management, or a related field is preferred.

About us:

Linesight is a highly successful global project and cost management consultancy that keeps clients coming back. And for that we have our people to thank. You see we’re not like the others. We’re different. Unique. It’s our fresh thinking and focus on what matters that has led to our evolving. We are on a journey working in some of the most exciting innovative sectors with some of the world’s most prestigious companies delivering major projects that deliver a more sustainable built environment. We have an open culture and a flat structure where you can expect to be treated with genuine care, respect, and empathy. With Linesight, you can truly discover the power of team!

Diversity, inclusion and accessibility

Linesight is committed to transparent, equal opportunity employment practices. We are building a diverse and inclusive organisation, accessible to all, based on having a safe culture which enables all our people to be their true selves. We are a people business, and we understand that the more inclusive we are, the happier our people and better our work will be. We will ensure that individuals with disability are provided reasonable accommodation to participate in the application or recruitment process and are accommodated in the workplace. If you require assistance or accommodation of any kind, please mention this in your application, we would love to hear from you!