Office Manager
Our Head office offers an agile office space to provide, a collaborative and modern way of working You will create a positive and friendly environment for both staff and visitors. You will be the first point of contact for our business.
Our Kings Cross Office is a busy, forever-moving workspace for our staff who need to be able to drop in and out as and when they need to. It will host meetings, interviews, courses, team meetings, training, reviews and much more.
About the role:
The purpose of the Office Manager is to help create and manage the Hand Axe Yard environment for our workforce to carry out their roles to the best of their ability. The Office Manager will ensure that Hand Axe Yard remains compliant, maintained and operates to the highest standard as well as providing leadership to our cleaning colleague.
What you will be doing:
* To deliver on; - Repairs and Maintenance projects and upgrades - Inventory management (e.g. desks, chairs, paper) - Maintain an issues log to identity trends
* Create and lead the implementation of a robust inventory management and approvals process
* Manage the supplier invoicing and purchase order (PO) process
* Work alongside the Health & Safety team to ensure statutory compliance and records across the Hand Axe Yard office (e.g. fire systems servicing, electrical testing, DSE assessments), including office audits
* Lead and encourage the Careys on-site cleaning teams to; Promote best practices whilst remaining cost-effective - Motivate staff and create amazing environments where employees thrive - Effectively plan and monitor staffing levels - reward and discipline, with the assistance of the People Team when necessary
* Plan and implement cost-effective systems and processes focussing on enhanced quality, efficiency, and outputs. Establish and maintain relevant controls, data analysis and feedback systems to monitor the operation, productivity, and effectiveness of the Office
* Manage key utilities suppliers (Water, Electricity, Gas) to ensure best value
* Responsible for recruitment and training/organising training of all internal Fire Marshals and First Aiders
* Provide Asset Manager with accurate and concise monthly update reports
* Maintain front of house manuals
* Manage and update O&M manuals
* Manage office security provision and CCTV
* Liaise with outside regulators and agencies on behalf of the business
* Manage access control systems and meeting room provision across all properties
* Elicit feedback regarding the effectiveness of the facilities function services and activities with a view towards continuous improvement Looking after Meeting Rooms
* Bookable Desks
* Welcome Visitors/Clients/Employees to the Office
* Auditorium
* Oversee Allocated Lockers
* Storage – Projects & Office
* Projectors and Screens
* Access Control
* Organising food requirement
* Dealing with Maintenance Contracts/Contractors
* Office Deliveries
* Booking Couriers
* Office Supplies – Stationary/Training Materials/Tea points
* General Housekeeping – General tidiness of the office, organising food for lunches &/or training, general groceries.
* To answer incoming calls (using a Splicecom Switchboard) in a timely and courteous manner, accurately directing them to the right person or department (this includes employees within the Milton Keynes and Glasgow offices and those who are site-based)
About You:
• Thinks creatively and strategically – understands and works toward the ‘big picture’
• Self-aware - takes personal accountability for delivery, acts as cultural ambassador and champion
• Discretion and judgement – demonstrate sound judgement, recognising and responding appropriately to issues and situations requiring confidentiality and professional discretion
• Collaborative– seeks connection with others to arrive at solutions and gain insights through building positive relationships within a multidisciplinary team
• Communicates with impact - respect, mutual understanding, empathy, and confidence
• Flexibility and willingness to work additional hours as per the needs of the role
• Adaptable - handles conflicting priorities in an evolving work environment, keeping calm under pressure
• Demonstrated ability to meet deadlines, prioritise workloads, ensure timely delivery of services and the completion of tasks
Skills and Experience
• Strong experience in Office management. Management of multiple products and services and competitive tendering
• Demonstrable translation of business requirements into clear, actionable goals, prioritising workloads to meet deadlines and delivering high-quality outputs
• Proficiency in Microsoft Office and other office tools, with aptitude to learn new software and systems
• Understanding of the legal implications of contractual commitments and governance frameworks
• Confidence and accuracy when dealing with large volumes of complex data and the ability to analyse, summarise and report findings and trends
• Strong degree of commercial acumen
• Effective self-management - applies focus, resourcefulness, autonomy, integrity and discipline
• Excellent verbal and written communication skills, at all levels
• Problem solving - confidently identifies and articulates problems, presenting effective solutions and setting clear expectations and defined outcomes for self and others