Office Manager - Maternity Contract

The role?

This role will be responsible for covering for our current Office Manager who goes on maternity leave from March 2015. This position is an operational and administrative role defined to co-ordinate the delivery of all services and suppliers, ensuring the highest standards of accommodation and service provision for all offices based in London.

The successful candidate will have exceptional experience within office & facilities management and be completely comfortable with overseeing the smooth operation of our London offices housing over 150 employees. You will be organised, great at multi-tasking and passionate in your approach to achieve the best results for a positive working environment. This role is pivotal in keeping our staff and partners happy and our business successful.

Responsibilities?

Office Management:

• Comprehensive management of suppliers and building management
• Monitoring of office supplies & costs i.e. cleaners, security alarms and general insurance, whilst proactively seeking cost saving initiatives
• Managing and mentoring the Office Assistant
• General ad-hoc duties as directed by Chief Operating Officer
• Ensuring all invoices are approved and paid in a timely manner
• Organisation of office events/ functions and meeting. Including venues, food and transportation when required
• Maintaining the office condition and arranging repairs when required
• Managing the space allocation for new employees
• Ensuring all invoices are approved and paid in a timely manner
• Assisting the Culture team in facilitating new initiatives and procedures
• Inventory management of hardware and mobile company property

Office Relocation:

• Responsible for the operational management of the sites including the transfer to temporary buildings and the move into the new London Headquarters
• Act as an internal project manager for the main office relocation leading and coordinating the new office refit
• Managing and updating the project timeline day to day, creating and communicating status updates for all key internal and external stakeholders
• Managing and updating the project budget day to day
• Attending all meetings and taking detailed notes
• Collating and storing project related documents
• General project admin duties as required

Key skills and experience:

• Ideally, a minimum of 2 years' experience in a similar position
• Previous experience project managing an office relocation
• Able to communicate effectively across all management levels, departments and external organisations
• A trustworthy, autonomous and enthusiastic hands-on approach to all tasks with a flexible approach to changing priorities
• Able to remain calm under pressure and prioritise and manage various tasks
• Show a high level of attention to detail and commitment to high standards
• A proactive and positive approach to work with strong time management skills
• Proactive approach to problem solving
• Ability to use own initiative and think logically
• Excellent knowledge of Windows & Microsoft Office suite
• Good understanding of health and safety regulations