Office Manager - Part Time

Position responsibilities

Office Management

  • Manage front of house duties such as:
    • Courier services and post
    • Security access for employees
    • Redirecting incoming calls to the office front desk
    • Manage UK inboxes and redirect emails to relevant people/departments
    • Ensure visitors are greeted with the upmost service and receive a consistent brand experience
    • Assist when necessary employees with meeting room bookings and technology
    • Ensure the office environment is maintained to a professional level i.e. common spaces, meeting rooms, kitchen
    • Manage catering requests for the offices
  • Monitor and approve expenditure for Central Services eg: stationery, kitchen supplies, plant maintenance, tenancy maintenance, photocopier contracts.
  • Maintain and manage relationships with suppliers. Monitor and review costs associated with suppliers ensuring they remain cost effective.
  • Manage the ordering of branded stationary for all UK offices.
  • Support sustainability initiatives relating to offices and utilities.
  • Monitor and maintain appropriate stationery stocks and ensure stationery cupboard is kept in reasonable order.
  • Oversee services & equipment and all matters relating to recycling, cleaning, locker allocation, liaising with plant design for maintenance of plants in reception with the aim of ensuring the office is fully functional and well presented. Putting forward any suggestions for efficiency and improvement.
  • Act as the liaison with landlords and facilities managers for leases in London,
  • Manage major projects such as fit-outs/office relocations
  • Coordinate annual H&S and Fire Assessment checks and manage all outcomes from these reports ensure we are compliant.
  • Ensure Health and Safety procedures are adhered to at all times in the office.
  • Regular review of office conditions and action repairs where necessary. Communicate actions where necessary to the London office.
  • Responsible for First Aiders and Fire Marshalls in the office ensuring we adhere to regulations.
  • Provide accurate and timely reporting monthly to the Head of Operations on all ongoing matters under the responsibility of this role
  • Carry out ad hoc duties for internal staff as and when required.
  • Undertake other duties not specifically stated above, which from time to time are necessary for the effective performance of the European offices.
  • Efficient business user of MS Office software including Outlook, Word, Excel and PowerPoint.
Personal Competencies
  • Strong analytical and problem-solving skills
  • Excellent communication skills with the ability to process complex information and convert into simple, easy-to-understand information at all levels
  • Ability to prepare communication for senior executives
  • Comfortable in a changing environment, and ability to react and handle short-notice requests as expected
  • Strong interpersonal skills, able to foster relationships with senior executives, peers, and other functional teams
  • Excellent organizational skills and at ease with multi-tasking
  • Ability to produce high quality deliverables, with attention to detail
  • Highly motivated, dynamic, self-steering and team player
  • Excellent English writing and speaking proficiency
  • Professional individual with a strong work ethic and sense of accountability
  • Advanced Microsoft office skills
  • Strong team management skills
  • Strong relationship building and interpersonal skills