Office Manager (12-month Maternity Cover)
Position: Office Manager (12-month Maternity Cover)
Reporting to: CFO (based in Manchester)
Location: Role based in Manchester, UK expectation to work from the office 3 days a week, 2 of these days must be a Monday and Thursday.
Dimension of the Role:
The successful candidate will be covering a 12-month maternity leave for our Office Manager, taking ownership of supporting several teams across our Manchester (in-person), Dusseldorf and Sydney offices, booking all international travel for the European and APAC teams and sometimes covering for the North America team. Complex diary management and handling the day-to-day running of a busy office split across two floors in Manchester city centre.
Normal hours will be 9am-5pm Monday to Friday; however, when necessary, you will be expected to work outside these hours, especially for travel support.
Role Overview
The successful candidate will play a key role in supporting our growing Manchester office. You will be involved in, and take ownership of, the following activities:
* Supporting various teams across our Manchester, Dusseldorf and Sydney offices
* Booking travel for all Europe & APAC staff - considering complexity of both national and international travel (e.g. consideration of time zones and visa requirements)
* Working with the Office Manager in North America and supporting their team when required
* Being the main owner and administration manager of the travel booking platform, Corporate Traveller
* Budget management, monitoring the travel budget, tracking office expenses by staying within allocated budgets and regularly liaising with our Finance team
* Maintenance of our Manchester office (e.g. meeting rooms, external cleaners, facilities etc.) and collaborating with our IT manager to ensure the office and meeting rooms are technically sufficient
* Ensuring the office is compliant and up to date with health & safety policies and procedures
* Responsible for maintenance and replenishment of office supplies including kitchen facilities, breakfast items, refreshments and stationery
* Organising quarterly office socials, meeting luncheons, team-building activities and promoting a positive working environment
* Supporting with the onboarding of new starters by organising documentation, preparing workspace, new equipment and welcome materials
* Main point of contact for answering company telephone and directing calls
* Sorting, distribution and posting of company post and deliveries
* Supporting the administration of company systems e.g. individual expenses and company invoices
* Managing and submitting expenses for 1 director
Requirements
You are a great match if you have the following...
* Professional attitude - previous experience working in a client-facing role e.g. on reception, front of house or Office Manager
* Excellent time management and organisational skills, accustomed to managing multiple priorities and deadlines, supporting multiple stakeholders
* An acute attention to detail and accuracy
* Previous proven complex travel management experience
* Previous proven experience as an Office Manager (minimum 2 years +)
* Very good working knowledge of Office, Word and Excel
* Excellent communication skills, both over the phone and in person
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