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Office Manager

Up to £35000 per annum
City of London
< JOB LISTING

Job description

This position would suit an enthusiastic individual looking for a challenging and varied role. Successful applicant will be self-sufficient, responsible, dependable and trustworthy.

Main Purpose of Role

Responsible for the organisation and co-ordination of office operations, procedures and resources to facilitate organisational effectiveness and efficiency. Ensuring that day-to-day operations at the London Office run smoothly.

Location: London

Reporting to: Chief Operating Officer/ Chief Financial Officer

Principal Duties

Office management

  • Ensure the effective delivery of office administrative and reception services
  • Answer, screen and direct incoming calls
  • Manage room booking system
  • Oversee day-to-day running of London site ensuring cleaning and H&S standards are maintained
  • Deal with office correspondence including queries from external website, complaints and reference requests
  • Build relationships with all key suppliers/contractors and monitor the completion of contractual duties
  • Review supplier contracts against competitor offering from both a cost and delivery angle
  • Liaise with landlord to agree and implement building maintenance works
  • Improve levels of service and create standards that deliver a quality customer experience and promote process improvement
  • Operational project support e.g. office re locations; business processes
  • Provide guidance and support to regional office managers on building matters
  • Represent company in Tenant meetings, providing relevant and timely feedback to Executive team

Financial

  • Maintain general office costs in line with budget
  • Procure, review and approve office supplies including kitchen consumables, cleaning, waste disposal, security, utilities and stationery
  • Ensure services procured provide best value and identify cost efficiency's
  • Provide support to CFO on company secretarial, insurance and legal matters
  • When required - prepare, analyse and review financial, organisational and administrative reports

Health and Safety & Environmental

  • Ensure health and safety policies are up to date and local processes are in place across all offices
  • Advise Management of relevant changes in health and safety legislation, codes of practice and industry standards
  • Co-ordinate risk assessment requirements and implement and monitor actions
  • Regularly review risk assessments and advise staff who may be affected
  • Arrange regular testing for electrical equipment and safety devices
  • Hold regular meetings where health and safety issues can be discussed, with progress made against objectives and plans monitored and actions decided
  • Report accidents, dangerous occurrences or diseases that are notifiable to the Enforcing Authorities
  • Liaise with External Consultants on all factors affecting health and safety in the organisation and all safety-related issues relevant to our premises and activities
  • Co-ordinate contact with external organisations such as the emergency services
  • Ensure all new employees are provided with a full induction into office procedures
  • Establish an effective training programme to ensure staff are competent to carry out their work in a safe manner
  • Carry out and manage DSE assessments
  • Ensure welfare facilities are maintained in a satisfactory condition
  • Ensure the schedule of statutory examinations of plant and equipment is maintained and managers are made aware of impending examinations
  • Ensure an adequate system of maintenance exists and operates to keep premises, plant and work equipment in a safe condition
  • Ensure that the health and safety monitoring activities are undertaken
  • Maintain technical knowledge
  • Oversee company's Business Continuity Plans

Person Specification

Essential Knowledge and Skills

Must be able to demonstrate:

  • Past experience of working in a similar role
  • Knowledge and experience of H&S working practices
  • High level of flexibility and able to adapt quickly to changing circumstances
  • A high degree of discretion and confidentiality
  • A hands-on, "can do" and pro-active approach to tasks
  • Excellent interpersonal skills and must be approachable, helpful, enthusiastic and responsive
  • Proficient use of Microsoft software including MS Word, PowerPoint and Excel
  • Good project management skills and attention to detail
  • Self-motivated, focused, and persistent



Morgan Hunt is a multi-award-winning recruitment business for interim, contract and temporary recruitment and acts as an Employment Agency in relation to permanent vacancies. Morgan Hunt is an equal opportunities employer. Job suitability is assessed on merit in accordance with the individual's skills, qualifications and abilities to perform the relevant duties required in a particular role.

Contact

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Sarah Dare
Senior Consultant - Business Support
Charity Team / Housing Team / Professional Services Team
London
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