Office Manager

Main Duties and Responsibilities
You would be responsible for the delivery of an excellent proactive support service to
our colleagues in the areas listed below:
Contracts/Facilities Management:
* Primary point of contact for all contracts/ facilities queries (including any issues
that may arise on occasions outside of office hours).
* Oversee the cleaning services to ensure meticulous maintenance of premises,
liaising with the contractors and building/property managing agents to resolve
any issues in a timely manner.
* Support the Director of HR and Support Services in the preparation of the
budget, monitoring expenditure and general financial administrative duties
such as checking orders and invoices.

* Be the first point of contact for any queries or concerns relating to Health and
Safety and ensure compliance to at least minimum standard relating to the
Health and Safety at Work Act; appointing fire wardens/ first aiders,
managing fire drill, weekly fire alarm testing, staff awareness training, site
induction and management of the outsourced Health and Safety contractors

* Liaise with the managing agent as necessary to resolve any repair and
maintenance issues
* Escalate the requirement of any maintenance or repair work to the Director of
HR and Support Services if required
* Maintain security arrangements around the office including managing
relationships with external suppliers
Mail:
* Overall responsibility for ensuring that all mail is processed and franked daily
including recorded and special deliveries ahead of evening collections (Royal
Mail and DX)
* Maintain the franking machine, being the first point of contact for reporting
faults, maintenance, adding credit and ordering franking supplies
* Ensure that incoming Royal Mail and DX mail is sorted and delivered each day
in line with firm procedures
* Liaise with Royal Mail and DX Delivery Services to report any late deliveries
and collections
* Ensure a prompt internal post-delivery and collection service at designated
times throughout the day
* Undertake external deliveries and collections as necessary
Document Management/Archives:
* Overall responsibility for the maintenance of accurate records of all archived
documents
* Ensure documents are issued and returned as requested in accordance with
Firm procedures
* Ensure all employees for whom you are responsible have appropriate training
and development needs identified and acted upon
* Undertake regular supervision and management of staff, including
participation in recruitment, induction and disciplinary/grievance procedures
when required.

Skills, knowledge and experience
* Experience working in an Office Management/ Facilities Management role is
essential
* Proven experience in managing contracts and carrying out regular reviews to
ensure satisfactory performance and value for money
* Knowledge and experience of health and safety within an office environment
* Strong experience in managing people with confidence
* Proficient in using Microsoft Office applications including Outlook, Teams, Word
and Excel

Search is an equal opportunities recruiter and we welcome applications from all suitably skilled or qualified applicants, regardless of their race, sex, disability, religion/beliefs, sexual orientation or age.