Office Manager – Bishops Stortford
Salary: £28000-£34000 DOE
Hours: Monday -Friday 8.45 am – 5.00pm
The role:
Office Manager to oversee all day-to-day office operations and administrative support to ensure the office runs smoothly and efficiently.
Responsibilities include:
1. Procurement, facilities maintenance, and vendor management.
2. Coordinating with internal and external parties to provide general administrative support.
3. Handling the procurement of office services, equipment, and supplies.
4. Maintaining Health and Safety.
Reception Duties:
1. Meet and greet external visitors and sign them into company system.
2. Answer phone calls for Manufacturing site and other sites in Bishops Stortford, directing appropriately or taking messages.
3. Accept deliveries and distribute them accordingly in the office.
4. Contact person for all facility-related issues/concerns/repairs for follow-up and action.
Facilities Management:
1. Arrange for regular maintenance of equipment and internal systems.
2. Operate and manage waste management processes and contracts.
3. Manage contracted housekeeping staff by coordinating with the agency.
4. Check rooms and furniture to identify needs for repairs and ensure minor malfunctions in office equipment are fixed by coordinating directly with relevant departments/vendors.
5. Keep meeting room and reception area stocked and tidy.
6. Maintain stock of office equipment & kitchen supplies.
7. Handle fob activations for entry into the office.
8. Maintain normal working of EV charging units and coordinate with vendor in case of any maintenance required.
9. Renewal of annual maintenance contracts and action service reports including PAT testing, plumbing.
10. Possible need to be available on-call after business hours and respond to emergency situations as necessary.
Procurement:
1. Ensure that consumables and sundry purchases are ordered and delivered on time. Generate and maintain the purchase orders and vendor contracts.
2. Follow up with suppliers on invoice discrepancies and non-conformances.
3. Conduct market research and compare costs and benefits when evaluating new vendors.
Health & Safety:
1. Ensure a safe, secure, and well-maintained facility that meets environmental, health, and security standards.
2. Conduct new employee inductions at the office.
3. Arrange relevant fire marshal and first aid training for onsite employees.
4. Conduct fire alarm roll calls.
5. Liaise with property management company on communal areas.
6. Provide internal H&S quarterly audit report.
Administrative:
1. Organize travel arrangements for overseas colleagues and customers to include visa applications.
2. Consolidate office expenses and invoices, authorize them and send them across for recharging accordingly.
3. Collate and provide monthly sales bullet report.
4. Provide weekly movement sheet and distribute to various locations.
5. Reconcile petty cash monthly and send the details to Finance.
6. Keep track of regular and ad-hoc facility expenses.
Essential:
1. Excellent English communication skills.
2. Minimum 2-3 years of experience in a similar role.
3. Strong knowledge of facilities management operations, purchasing, vendor negotiations, project management.
4. Ability to use Microsoft Office.
5. Effective communication (both verbal and written) at all levels.
Job Info
Job Title: Office Manager
Company: CV-Library
Location: Watford, Hertfordshire
Posted:
Closes:
Sector: Administration
Contract: Permanent
Hours: Full Time
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