Job Description
Overview
Are you ready to start your career in a rapidly progressing company with service at the heart of everything we do? Then you’ve come to the right place.
We are GC Partners, and we are a specialist financial exchange company. We help Private and Corporate clients move their money at the best rate, using our 20 years of experience, our bespoke technology and dedication to customer service. We have 6 offices around the globe including Hong Kong and Dubai, with further expansion in the future.
We are seeking a dynamic Office Manager to support the daily function of the London City office. The right person will have previous experience as an Office Manager within a corporate business, along with people management skills, you will enjoy being the go-to person, building relationships and collaborating with all staff.
Person Specification
The successful candidate will have plenty of common sense, a true “can do” attitude, particularly where issues in relation to the building are concerned, and be able to take full ownership of tasks, projects and the role at hand. They will be responsible, have excellent communication skills and be exceptionally organised.
Main Responsibilities:
Reception & Office Facilities
* Managing the reception desk, acting as first point of call for all staff, visitors, building management and contractors
* Access control and entry-code management
* Proactive housekeeping and safety checks, reporting issues and following up as necessary
* Liaising with external, third-party contractors in relation to general maintenance, engineering, handyman, life safety and other requirements and reactive fixes within the office and all other service providers as required
* Liaising with the building Reception, Security and Control Room teams frequently, including attending the tenant board meetings
* Procurement & stock management for all general office goods and services (e.g. furniture, office equipment, online orders, groceries, fruit & veg, stationery, teas & coffees, supporting with IT equipment purchases as needed)
* Contract management for all office goods and services; e.g. for cleaning, engineering and maintenance, life safety systems, mobile telephones, printers / MFDs, plants, coffee machines, water machines, office insurance etc.
* Working closely with the cleaning contractor to ensure an effective routine, auditing as required and flagging issues
* Tendering new contracts as needed and benchmarking existing contracts and services at frequent intervals to ensure adequate services levels and pricing
* Ordering of branded merchandise
* Supporting the on-boarding of joiners and off-boarding of leavers in conjunction with HR, providing inductions and training, desk allocation, set-up and floor plan updates
Health and Safety
* Manage the Health, Safety & Wellbeing for the office to include policies, procedures and training and act as the Health & Safety Officer for the business
* Act as a First Aider and Fire Warden for the office, to include Fire Officer (overseeing the evacuation process and ensuring a deputy in your absence for all evacuations)
* Track all H&S training and ensure they are renewed annually
* Ensure the first aid boxes are stocked and in date
* Work with the M&E contractor to ensure fire extinguishers, electrical equipment etc is tested as required
* Ensure all documentation including Risk Assessments, policies and procedures are up to date and refreshed annually
* Liaise with the building to manage the 6-monthly evacuation test including post-evac assessment
* Reporting regularly to the COO with Facilities and Health & Safety updates and management information
Events Planning
* Create a fun and engaging events calendar
* Liaise with overseas offices to ensure events are rolled out globally when possible
* Work with HR to ensure we are celebrating & acknowledging D,E & I days
* Plan and execute a Christmas party for all staff – including planning with overseas offices
* Work with Finance to manage spend and ensure all budgets are adhered to
Travel
* Manage all travel approvals for the company
* Ensure that new joiners are loaded into Travel Perk and have the correct policy assigned
* Support any staff with travel booking when required.
* Manage the booking of all overseas travel for events such as the Christmas Party
Qualifications & Experience
* Strong background in Front Office Management or Office Administrator
* Experience with a variety of office software, including the Microsoft suite
* Excellent time management and organizational skills
* A strong networker, good at building and maintaining relationships with all staff, clients and suppliers
* Comfortable managing the front desk
* Ability to work well under pressure
* A true team player
* A strong work ethic and a passion for delivering excellent customer service
Benefits of working at GC Partners
* 25 days of holiday per year (increasing with years in service), plus 1 personal day a year, plus bank holidays
* Workplace pension – employer contributions
* Private Health insurance
* Hybrid-working (you need to be in commutable distance to our modern office located in the buzzing One New Change development at St Pauls)
* Discretionary Bonus (subject to company and individual performance)
* Employee Assistance Programme
* A truly global business with opportunities for growth
* Learning & Development Budget
Equal opportunities
GC Partners is an equal opportunity employer. We welcome applicants from all backgrounds and each applicant is given fair consideration throughout the recruitment process.
Please be aware that due to the volume of applicants, we may not be able to respond to all applications.