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

Job Info

Job Title:

Office Manager

Company:

CV-Library

Location:

Milton Keynes, Buckinghamshire

Posted:

Nov 22nd 2024

Closes:

Sector:

Construction

Contract:

Permanent

Hours:

Full Time

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