Front Office Manager

Introduction

As our company continues to expand and grow, we are seeking a diligent and proactive Front Office Manager to oversee the smooth operation of our facilities and administrative functions. The ideal candidate will thrive in a fast-paced environment, possess excellent organizational skills, and have a keen eye for detail.

Main Duties and Responsibilities:

General Administration:

• Manage and coordinate facilities and office operations to ensure efficiency.
• Serve as the point of contact for the building manager and landlord, negotiating solutions as needed.
• Administer facility maintenance contracts, including cleaning, repairs, and access control.
• Negotiate corporate rates and maintain relationships with hotels.
• Handle ordering of office supplies and staff refreshments.
• Fulfill Fire Marshal duties and oversee fire safety protocols.

Expenses:

• Manage and maintain the Expense Management System.
• Process expenses for multiple office locations.
• Reconcile management and company credit card expenditures monthly.
• Ensure all office expenditures over £100 are authorized in line with company policy.

Equipment:

• Maintain office supplies and non-IT equipment.
• Order equipment as necessary to support office operations.

Travel:

• Arrange travel and accommodations for non-fee earning staff in compliance with company policy.

Compliance:

• Conduct quarterly reporting for FCA compliance on gifts and entertainment.
• Administer compliance forms for expenses over £1k, seeking approval from management and compliance.

Management Support:

• Prepare correspondence and provide ad hoc administrative support to directors.
• Assist with events management as needed.
• Administer company distribution lists for document dissemination.

HR:

• Assist HR Manager with general administrative duties as required.

Finance:

• Serve as a point of contact at the bank.
• Support Accounts Payable with payment processing.

General Administration Responsibilities:

• Ensure the tidiness and functionality of office spaces and meeting rooms.
• Answer and direct inbound calls.
• Coordinate local and international travel arrangements.
• Manage suppliers, service contracts, and office subscriptions.
• Handle meeting room bookings and coordinate courier and mail services.
• Attend and contribute to monthly operations meetings with the building manager.
• Monitor and respond to email queries promptly.

This role offers an exciting opportunity to play a pivotal role in supporting our company's growth and success. If you possess the necessary skills and enthusiasm to excel in this position, we encourage you to apply.