30 – 40 hours per week
Office based in central Oxford - potential for flexible working
Salary £28K - £40K FTE (DOE)
We are recruiting a new Officer Manager in a wide-ranging and pivotal role supporting our friendly team of architects in our Oxford office.
Riach Architects is widely recognised as one of the leading practices in the Oxford area; if you possess suitable office management skills and experience, we would love to hear from you. The role is office based but there is opportunity for flexible working.
General Role
This role requires the effective management of daily office functions and administrative responsibilities, including:
- Front of house role, including being the first point of contact for general phone calls and e-mails - directing communication to members of staff as appropriate.
- Managing office utilities and price negotiations with vendors, service providers.
- Managing office databases and archive – including entering issued fee letters, and creating and updating job folders.
- Managing day to day office maintenance & repairs including cleaning, fire detection and security services.
- Organising office annual events, including networking events.
- Organising CPDs for the office.
- Managing website administration and making sure that the information is up to date.
- Managing practice insurances.
- Monitoring professional subscriptions and registrations for the practice and individual staff.
- Ensuring the office is well presented and stocked with stationery, office supplies, refreshments, and other requirements for day to day running.
- Managing company vehicles, including servicing, and admin.
- Liaising with building tenants and helping to administer tenancy contracts.
- Maintaining GDPR compliance.
- Helping foster a positive team culture and inclusive working environment.
- General ad-hoc office duties.
Office Financial Management
The role involves close interaction with our bookkeeper, which includes:
- Issuing prepared invoices to the clients.
- Liaison with the architects managing debtors list and carrying out debt chasing.
- Running practice management software including adding jobs, clients and fee stages.
- Management of staff timesheets, review of submitted hours and processing payroll.
- Manging incoming invoices from the suppliers and staff expense claims.
Human Resources
- Liaison with our HR support provider and maintain HR & H&S documents.
- Draft and manage employee contracts.
- Management of staff induction, annual leave & sickness leave processes.
- Staff records management.
- Monitor holidays, study days, and manage payroll changes.
- Advertise job vacancies, screen CVs, and coordinate interviews.
Skills and experience
The successful candidate will possess the following attributes:
- Proven experience in a relevant role.
- Experience of financial processes relevant to those listed above.
- Be smartly presented and able to handle a public facing role, both face to face and over the telephone.
- The ability to prioritise and manage several tasks simultaneously.
- Good written and verbal communication skills.
- Strong organizational and planning skills.
- Proficiency in MS Office (Excel and Outlook, in particular).
We are offering a wide range of potential salaries allowing for career progression and for candidates with varying experience. The right candidate will have relevant experience and be keen to develop and expand their role with us as our practice grows.
If you feel you would be a good fit, please send in your CV and we look forward to reviewing it further with you.