Job Description – Private Office Manager
Job Holder Attributes:
Detail orientated, Self-starter, highly motivated will have professional project management qualifications/experience of running a team, achieving high standards against exacting service level agreements, running things to time & budget. A background in accounting, hotel management or events planning would be useful but not essential.
Team Management, approx. 6 people, including recruitment, training, development, target setting, pay, discipline. Will need to report to House Owners, both verbally and in writing.
Project management - Property. Understand and facilitate the entire upkeep, maintenance and capital repair of a listed central London residential property.
Child familiar. Will need to deliver pre/post school routines both in and out of school terms, co ordinating between parents/support/children.
Likely Located within 30 minutes travel time to venue. It is also worth specifying that this role is about supporting the smooth efficient running of a home, mindful of the family’s desire to respect their need for assistance to support their professional and scholastic programmes.
All matters relating to the running/management of the family home, including upkeep, maintenance and capital projects at W1 residential property. Additionally to provide Holiday cover for existing executive PA. The ability to maintain all information in strictest discretion & confidence, being mindful of family/children’s security at all times.
To be specific:-
Parent liaison point for all matters related to house, parent & children interaction.
Managing the support for 2 children working to ensure rota’s in place for both busy school term time, pre & post with homework, after school clubs plus weekend and out of term activities, plus event planning for 3 to 6 events per annum.
Close liaison with owners PA re all professional and social engagements.
Management of all domestic staff, drivers and children support. Including performance management and training of all house based workers. Need to set clear roles & responsibilities with clear Key Performance Indicators, set annually with the owners, reviewed quarterly to ensure standards and being maintained and at the agreed costs plus house cover for preventative maintenance and security.
Day to day management and oversight of Key household tasks will include:-
Upkeep –housekeeping staff. Setting of duty roster’s to ensure all of the routine tasks are achieved on time, to standard and at agreed cost. Ensure proper oversight and supervision of all domestic tasks.
Maintenance – manage cadre of both internal and external staff against agreed weekly/monthly/annual schedules. Ensure external agents booked in good time and that all manufacturer’s warranty/service are followed.
Capital Projects – pro actively identify in timely fashion capital projects that are required e.g. roof replacement. Project manage from start to finish, including initial scoping, material specification, timing, budgeting owner sign off. Then scheduling, tracking, monitoring both specification and costings.
All of the above key household tasks should be subject to a signed off paper trail to ensure all proper records are updated and maintained relating to cleaning & maintenance staff/ contracts and capital project warranties. In addition routine administration duties and booking tasks for the household (including annual budget).
Time Commitment – Monday – Thursday 10am to 3pm (20 hours pw). Available at other times to make/receive phone calls, review emails. Flexibility to work from Central London office location as required. Holiday cover for Executive Support Manager.
Salary - £100k pa (FTE) therefore expected £45k plus package to include paid leave provision, pension contribution plus bonus (subject to target delivery)
Central London Based – start March 2020
Would suit a parent with their own young pre-or school age children seeking to balance their own family commitments in securing an income within a happy and busy family environment.
Whilst the residential home will be the place of work for the Private Office Manager some of the time (the remainder of the role will be undertaken either from an office in W1 or ‘in the field’) it is the home of a family and it is imperative that this is at the forefront of the job holders mind.
Role would suit a management accountant, air crew / purser, lawyer, hotel housekeeping manager, embassy/diplomatic staff.