Office Manager
Full Time
Job Description
- Conduct general reception duties which include answering the door, meet and greeting guests, collecting, and distributing post, arranging courier requests, booking taxis and other reception administration duties.
- Answer all phone calls to the main Foundation line and action as appropriate.
- Office Manager duties for the Foundation including:
- Keep the office tidy and in an orderly manner.
- Make sure all office equipment is running as it should both inside and outside the office i.e., outside security cameras, electric gates etc.
- Make sure toners, etc. for printer and photocopiers are available as replacements
- Re-order inefficient equipment including laptops, mobile phones etc. and manage the delivery and distribution of them as appropriate
- Liaise with GPS for all Foundation requirements e.g. Carpet cleaning, furniture ordering, repairs, re-decoration, faulty equipment etc.
- Liaise with Club cleaning team on all cleaning matters for the Foundation office
- Oversee the kitchen area to ensure clean and tidy at all times
- To be the point of contact for all staff working in the office who may have an issue/complaint regarding their working environment.
- To inform all Foundation staff of issues which might affect them in their day to day role for the Foundation e.g. car parking restrictions.
- Manage the Foundation containers to ensure stock and equipment is stored safely and the containers are fit for purpose.
- Book staff travel as required and in accordance with the agreed procedures.
- Health and Safety representative for the office which includes liaison with the Officer, attending inspections and audits on the office building, co-ordination of any remedial works following those audits/inspections.
- Managing the charity allocation of tickets for all home games.
- Count all lottery cash and card payments following each home game and reconcile to lottery paperwork.
- Raise Purchase Orders (POs) as appropriate for all aspects of own role and as required across the Foundation.
- Maintain a number of cost trackers for key office expenses e.g. water, electricity, container hire, vehicle charges etc. to ensure costs are controlled and in accordance with the POs raised.
- Central co-ordination of all fleet vehicle movements including liaison with fleet provider, fuel card provider, garages etc.
- Conduct driver vehicle license and insurance checks for all relevant employees who use company or their own vehicle in a timely manner (at least annually).
- Undertaking the stock checking, coordinating and ordering of all Foundation consumables such as stationery, ipads, pens, toners, tea and coffee etc.
- Support M&E Assistant with the distribution of all kit items both at kit launch and throughout the year.
Required Knowledge, Skills, and Abilities
- Experience in a similar customer facing role;
- An excellent understanding of all Microsoft office packages, in particular Word, Excel and PowerPoint;
- A proactive and well organized approach.
- An ability to multi-task and priorities workload.
- Excellent interpersonal skills, verbal and listening.
Reference no: 93044