Office Manager

POSITION DESCRIPTION
Job Title:Office Manager
Salary: £40,000-£50,000
Location:London
Role overview: A privately held firm that owns a diverse group of companies engaged in refining and chemicals; process and pollution control equipment and technologies; commodity and financial trading and services; minerals and fertilisers; fibres and polymers; forest and consumer products.

The London office comprises approximately 80 people with a primary focus on Metals and LNG trading and supporting staff as well as a small number of employees from another company.

We are currently looking for an experienced Office Manager to support the London office who will be responsible for the smooth running of the office; facilities management, Health & Safety and Business Continuity as well as providing general administrative support to the office and PA support to a small number of senior employees. The candidate will work closely with an Office Administrator to ensure full administrative coverage for the office.

Responsibilities:
Office Maintenance/Facilities Management
o Ensure that the office is kept in a good working and decorative order.
o Focus on efficient use of space so that the office remains a safe and tidy working environment
o Liaison with building management/landlord
o Desk moves, space planning and layout changes
o Primary contact for any building related queries, maintenance issues etc
o Available out of hours (some weekends) to oversee office maintenance works.
o Primary contact for any security alerts in and out of office hours.

Travel Management
o Primary contact between London office and travel company
o Manage company rewards schemes with BA.
o Train travel Booker's and ensure they are aware of procedures and our preferred suppliers.

Health & Safety
o Compliance within business and with UK Health & Safety (H&S) Laws.
o Regular risk and ergonomic assessments
o Fully train first aid staff and fire wardens and ensure appropriate numbers of both
o H&S inductions for new staff
o Maintenance of and updates to H&S Policy

Business Continuity Coordinator
o Have a full working knowledge of the London Business Continuity plan.
o Co-ordinate annual BC test dates with IT and the business.
o Co-ordinate London staff in the event of a disaster.

Records Information Management
o Understand processes and procedures and have a working knowledge of all file plans, retention and destruction codes.
o The group remains in compliance with KS&T processes and procedures.
o Main point of contact for warehouse facility.
o Annual review of historical records in warehouse to determine disposition.

PA/Admin Support
o Provide timely and high level administrative support to senior employees including some diary management, expenses and travel booking.
o Booking of travel and preparation of business expenses
o Arrange annual/quarterly business and social events as required; conferences, annual London Metals Exchange (LME) Week activities, staff events etc
o Manage team calendars as required
o Ordering of kitchen consumables such as cutlery/crockery/some cleaning products
o Invoice processing as needed
o Cover the Office Administrator role as required; answering the switchboard, meeting and greeting guests and arranging post and couriers.

Skills/Knowledge:
Previous Office Management experience is essential. Experience in Financial Services (Commodities, Investment Banking, Capital Markets, Asset Management) would be an advantage
Health & Safety experience/knowledge essential
PA experience or experience of supporting senior individuals would be helpful
Strong office administration background
Good working knowledge of Microsoft tools (Word, Excel, PowerPoint, Visio and Outlook)
Excellent written and verbal communication skills