Office Manager

Job Description

Our clients Leeds office has around 140 employees from a number of different departments. As the Office Manager you will manage the delivery of support services across the office, supported by a small team. This covers managing the facilities, arrangingclient meetings, supporting the monthly billing process, covering reception, answering phones, providing stationary supplies, assisting with tasks such as booking travel and providing support with formatting documents in Microsoft Word applications.Your role:

• Managing a small support team
• Providing support as part of the monthly billing cycle
• Answer telephone and email queries promptly
• Overseeing the scanning of historic files
• Provide ad hoc support to other colleagues in the Support team to cover any absence as required and at times of peak workload
• To cover reception and general duties across the department as required
• Contribute to process changes that make a positive impact on the business, ensuring efficiency and value for money
• Opening and distributing mail & Diary management
• Travel arrangements for the employees at your location, anticipating needs in advance of travel ensuring they are updated on travel plans and associated accommodation details by providing a detailed itinerary plan
• Organising and planning internal and external meetings
• Organising client events and conferences as and when required
• Typing and preparing presentations and documents using Microsoft PowerPoint, Word and Excel on a regular basis

Property and Facilities, Health and Safety

• Liaising directly with the Landlord/Building Manager on all building issues.
• Attending tenants meetings/landlord meetings acting as local contact, feeding back any issues to the
• Office Head / FMP (Facilities Management and Procurement) as appropriate
• Liaising directly with all local facilities suppliers (cleaners, security etc.), ensuring services are carried out onsite and outcomes monitored
• Responsible for monitoring repairs needed on site, taking ownership, and arranging with agreed suppliers to complete works, ensuring they are satisfactorily carried out
• Responsible for H&S on site, working with FMP ensuring actions are carried out and the office is fully complaint. Including organising training, ensuring electrical testing is carried out, liaising with our thirdparty advisers, monitoring accidents, carryingout risk assessments where required and other ad hoc tasks/reporting
• Regular visual checks on office H&S, challenging staff and department heads where appropriate if risks are found
• Regular visual checks to ensure departments comply with GDPR polices with regard to storage of personal data/clear desk policy etc. Challenging staff and department heads where appropriate
• Management of the site access control system in line with Group Risks audit procedures
• Responsibility for the office premises budget line, checking invoices are in line with the budget and approving them, liaising with FMP as appropriate with queries
• Monitoring of any ad hoc costs including stationery spend, consumables, furniture etc. Using a commonsense approach to spend ensuring that we always look for the best deal and are not wasteful, referring larger items like furniture to FMP for advice onsuppliers/prices
• Dealing with all general office queries from staff/departments/visitors on site, liaising with FMP/Head of Office as required. Office Managers are the "go to person" on site and should focus on filtering queries as appropriate
• Management of any receptionists/post room staff, responsible for ensuring postage/courier bills are managed effectively and on-site visitor processes are in line with GDPR and Group Risks audit policies.
• Liaising closely with FMP for larger projects like office moves, refurbishments etc. taking responsibility for the site and leading projects
• Attend the national FMP calls, contribute, and support as appropriate
• Working closely with the senior team and FMP to ensure smooth running of the office.
• Due to the changing nature of the business, the job holder may from time to time be required to undertake other activities of a similar nature that fall within their capabilities

The person:Essential

• Competent administrator who finishes work to a good standard
• Excellent organisational skills, accuracy and attention to detail; able to deal with more than one task at a time
• Competent with Microsoft Office software, in particular Outlook & Word.
• Ability to communicate and interact with staff at all levels and work under pressure whilst maintaining efficiency and effectiveness
• High standard of written and spoken English
• Excellent interpersonal skills with a high level of professionalism and strong time management
• Ability to prioritise work effectively and use initiative
• Tact and sensitivity in handling confidential information
• Flexible and able to respond to changing demands and take on additional responsibilities as required
• Proactively assists team members when needed. Positive attitude and willingness to help others even when it is not your normal role responsibilities

Desirable

• Office management in a corporate service environment
• Experience of project related activities, including office moves, refurbishment, process improvements etc.
• Relevant qualifications to assist in property services matters such as First Aider, Fire Warden, Health and