As the largest fragrance only fragrance house in the world, we take pride in proactively shaping the future of the fragrance industry. We focus all our creativity, innovation, and energy into making fragrances and nothing else. CPL Aromas is home to some of the world’s leading perfumers, and we’re trusted by top brands to translate their creative vision into beautiful scents. We provide career and development opportunities for talented individuals across a range of disciplines – from all support functions to customer-facing roles. A job at CPL Aromas promises a unique career path for anyone with a passion for the world of fragrance. With operations all over the world, we celebrate a diverse range of cultures at CPL Aromas, and we offer equal opportunities and flexibilities.
Reports to:
UKS GM
Job Purpose
We are seeking an experienced Office Manager to oversee all day-to-day office operations and provide administrative support to ensure the office runs smoothly and efficiently.
Tasks and Responsibilities
1. Reception Duties:
• Meet and greet external visitors and sign them into CPL system
• Answer phone calls for Manufacturing site (Brixworth) and Innovation House, direct appropriately or take messages
• Accept deliveries and distribute them accordingly in the office
• Manage incoming and outgoing posts
• Provide support with divisional courier shipments (FedEx & DHL)
2. Facilities Management:
• Contact person for all facility related issues / concerns / repairs for follow up and action
• Arrange for regular maintenance of equipment and internal systems
• Operate and manage waste management processes and contracts
• Manage contracted housekeeping staff by coordinating with the agency
• 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
• Keep meeting room and reception area stocked and tidy
• Maintain stock of office equipment & kitchen supplies
• Handle fob activations for entry into the office
• Maintain normal working of EV charging units and coordinate with vendor in case of any maintenance required
• Renewal of annual maintenance contracts and action service reports including PAT testing, plumbing
• Possible need to be available on-call after business hours to respond to emergency situations as necessary
3. Procurement:
• Ensure that consumables and sundry purchases are ordered and delivered on time. Generate and maintain the purchase orders and vendor contracts
• Follow up with suppliers on invoice discrepancies and non-conformances
• Conduct market research and compare costs and benefits when evaluating new vendors
4. Health & Safety:
• Ensure a safe, secure, and well-maintained facility that meets environmental, health, and security standards
• Conduct new employee inductions at the office
• Arrange relevant fire marshal and first aid training for onsite employees
• Conduct fire alarm roll calls
• Liaise with property management company on communal areas
• Provide internal H&S quarterly audit report
5. Administrative:
• Organize travel arrangements for overseas colleagues and customers to include visa applications
• Consolidate office expenses and invoices, authorize them and send them across for recharging accordingly
• Collate and provide monthly sales bullet report
• Provide weekly movement sheet and distribute to various locations
• Reconcile petty cash monthly and send the details to Finance
• Keep track of regular and ad-hoc facility expenses
• Other tasks as directed by the COO/General Manager
Skills and Attributes Required
1. Minimum 2-3 years of experience in a similar role
2. Strong knowledge of facilities management operations, purchasing, vendor negotiations, project management
3. Ability to use Microsoft Office
4. Effective communication (both verbal and written) at all levels
5. Other key skills:
6. Understanding of safety regulations in office
7. Sound judgement and the ability to think quickly during emergencies
8. A friendly / helpful attitude and good time management
9. Able to work efficiently and effectively with attention to detail, even when under pressure
10. Able to function well in a high-intensity, constantly changing environment
11. Project management
All qualified applicants will be considered for employment irrespective of race, ethnicity, national origin, religion, age, sex, gender identity or disability status. Due to a large volume of applications, we are only able to contact applicants who meet the role requirements. The salary package offer will only be discussed with the final candidate, based on the individual’s relevant experience and skills. Should your skills and experience fit the above criteria, please click apply link to submit your application.
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