A fantastic new opportunity has arisen for an experienced Office Manager to join a thriving international project and cost management firm. As a result of continued growth, a brand-new role has been created within the company to oversee and manage administrative functions and ensure the smooth operation of the office. This is a great role for someone who enjoys being the heart of the office, as this position relies on character and a strong desire to support others.
Office Manager - Benefits
- Parking on site
- 27 days holiday
- Pension scheme
- Optional salary sacrifice scheme (similar to Perkbox)
- Regular office socials
- Private medical care
Office Manager - About The Role
Reporting directly to the Managing Director, this position plays a crucial part in the success of this expanding organisation, which enjoys a strong reputation in its field. The MD is looking for a versatile individual who can contribute across multiple areas, including office management, human resources, and administration. You will work closely with and support various teams, such as marketing, finance, and management. The office often sees high-profile visitors, and it will be your duty to welcome them and ensure meeting spaces are prepared.
This role is evenly divided between Office Coordination and HR Administration.
Office Manager duties include but are not limited to:
- Overseeing daily office operations.
- Managing office supplies and inventory.
- Coordinating with utility providers and cleaners.
- Ensuring the office remains well-organised and tidy.
- Enforcing Health & Safety regulations.
- Maintaining compliance standards.
- Acting as Fire Marshall and First Aider, ensuring all training and drills meet H&S requirements.
- Managing office vendors (security, maintenance, etc.) in partnership with the landlord.
- Handling incoming and outgoing deliveries.
- Setting up IT equipment, PPE, and onboarding processes for new starters.
- Overseeing office equipment contracts; sourcing new suppliers ahead of contract renewals; serving as the main contact for any office equipment issues.
- Scheduling and coordinating meetings, managing room bookings, and developing a booking system.
- Welcoming and assisting visitors, providing front desk support.
- Managing hot desking arrangements as needed.
- Maintaining contact lists and project directories.
- Coordinating travel arrangements and expense claims.
- Assisting with project administration tasks.
- Promoting and implementing standard templates using DocTool.
HR Administration duties include but are not limited to:
- Maintaining up-to-date personnel files and employee records.
- Drafting and issuing employment contracts in collaboration with line managers and Directors.
- Conducting onboarding briefings and overseeing new employee arrangements, including benefits.
- Managing holiday and absence records.
- Ensuring timely completion and documentation of employee reviews (probation, quarterly, and exit).
- Acting as the primary point of contact for HR queries.
- Keeping HR processes and procedures current.
- Offering HR guidance to employees and Directors.
- Assisting Directors with recruitment efforts and materials.
- Overseeing the induction process for new hires.
- Identifying and supporting internal training and development needs through the company's internal academy.
- Assisting Directors with disciplinary and grievance procedures.
- Supporting Directors in performance management.
- Reviewing and enhancing employee engagement initiatives.
- Developing talent recognition and retention programs.
The successful Office Manager will have/be:
- Prior experience in office management is required.
- Experience managing ISO 9001, 14001, and 45001 certifications is highly desirable.
- Ability to stay calm and make decisions under pressure, with foresight to anticipate future needs.
- Ability to work independently as well as collaboratively, showing initiative and ownership.
- Highly organised with a keen eye for detail.
- Proficiency in Microsoft 365 and video conferencing platforms.
- Event planning experience is a plus.
- Strong team player who is creative, adaptable, and innovative.
- Professional demeanor with excellent verbal and written communication skills.
- Available to work full-time, 40 hours per week, in an office-based role.
Howett Thorpe are acting as a recruitment agency in relation to this role and comply with all relevant UK legislation and do not discriminate on any protected characteristics. Due to the high volume of applications we currently receive, we are unable to respond to all candidates. If you do not hear from a Consultant within 5 working days, please assume that you have not been successful.
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