Office Manager

The Client

A multi-disciplinary contractor with approximately 100 employees and turnover of £22 million for year ending 31 May 2024. The business is made up of a FM & Small Works Team, M&E Team and a Projects delivery team.

Projects, fit out and refurbishment make up approximately 50% of company revenue with the remainder generated from FM & Small works and stand-alone Electrical and Mechanical works.

They are people orientated business with core values of providing quality and innovation with a strong sense of unity and acting responsibly to our customers, each other and the environment. We maintain a collaborative and positive culture that fosters long-term relationships.

The Role

The office manager will be a highly motivated and organised professional. The role will involve being a point of contact for Senior management Team and Managing Director.

Key Responsibilities

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 obtaining 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

Marketing Management:

- Assist in the development and implementation of basic marketing strategies with external provider.

- Coordinate marketing campaigns as directed and track their performance.

- Manage social media accounts and create engaging content.

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

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.

Other Ad Hoc Duties:

- Compliance recording Updating policies and procedures

- Project Support:

• Provide administrative support for special projects as assigned by the Managing Director or other senior management.
• Conduct research, gather data, and prepare reports or presentations as needed.

- Office Support:

• Support other departments with administrative tasks during peak periods or staff shortages.

- Flexibility to take on additional duties as needed:

• Be prepared to handle tasks that may not be explicitly listed in the job description but are necessary for the smooth operation of the office.

Expected Behaviours

Professionalism: Always be professional and represent the company well.

Reliability: Be on time, dependable, and consistent in your work.

Adaptability: Stay flexible and positive when facing new tasks or challenges.

Attention to Detail: Double-check your work to keep it accurate and thorough.

Communication: Communicate clearly, listen well, and give helpful feedback.

Team Collaboration: Work well with others and help the team succeed.

Confidentiality: Keep sensitive information private and secure.

Initiative: Look for ways to improve and go the extra mile for the team.