Job Description

The key responsibilities for an Office Manager are;

• Diary and travel management
• Organise and participate in meetings
• Typing the agenda and taking minutes
• Maintain a rota of admin staff to ensure adequate resources are always in place to respond to customer needs e.g. cover incoming calls and email queries from sales and customer service
• Define a process for triage of customer queries and allocation to the appropriate staff member for response
• Oversee scheduling of service engineers and allocation of jobs to the appropriate engineer
• Ensure compliance with existing contracts and negotiate new contracts with landlords and agents
• Allocate space within buildings efficiently to meet needs of the business
• Maintain the condition of the buildings and arrange for necessary repairs
• Carry out facilities management-related tasks for the company including, but not limited to the administration of utilities and services, negotiation of service contracts and management of all maintenance requests and upgrades
• Develop, review, and improve administrative systems, policies, and procedures
• Ensure office is stocked with necessary supplies and all equipment is working and properly maintained, arrange regular testing for electrical equipment and safety devices
• Work with accounting and management team to set budgets and monitor spending

Required Knowledge, Skills, and Abilities

Exceptional leadership and time, task, and resource management skills Strong problem solving, critical thinking, coaching and interpersonal skills Excellent communication skills, both verbal and written, including the ability to challenge and question while maintaining positive relationships Proficiency with computers, especially MS Office Ability to plan for and keep track of multiple projects and deadlines Ability to cope with rapidly changing demands on time and prioritise jobs according to urgency Familiarity with budget planning and enforcement, human resources, and customer service procedures