Job Description
Job Title: Office Administrator or Office Manager
Reporting line: HR Manager
Location: Brentford, but moving to Hammersmith Feb/Mar 2025
Note: this is a fully office-based role
We are looking for a passionate, enthusiast and experienced Office Administrator or Office Manager to oversee the smooth running of their brand new office in Hammersmith.
You will be:
• Resilient. This is a very busy and pivotal role that supports all aspects of the business and you will need to be able to maturely and professionally deal with different personalities and cultures, juggling multiple issues at once and still remain calm under pressure
• Able to take onboard critical feedback in a positive and professional manner
• Professional at all times, with a calm and supportive demeanour
• Able to hit the ground running
• Someone with strong evidence of implementing processes and procedures and adept at identifying gaps and bringing structure and streamlining to the role
• Ability to ’think outside the box’ and be inventive with an analytical approach to problem-solving (bring solutions, not problems)
• Experienced in office relocation and refurbishment (desirable)
• Able to effortlessly build relationships with employees, management, service providers, vendors
• The go-to person for staff, the office lynch-pin, the glue that holds the team together
• Articulate, a highly skilled communicator and people person
• Able to work autonomously but also be a strong team player
• Someone with natural empathy and a desire to help people
• Emotionally intelligent and self-aware with the ability to self-reflect
• Flexible and adaptable, able to flex to the changing environment
• Someone with a strong work ethic and excellent time management skills
• Someone who can naturally and confidently make decisions when necessary
• Able to analyse and evaluate data/information and produce reports as required
• Adept at undertaking research
• A natural leader with the ability to ’make things happen’
• Highly discrete and aware of sensitive situations and data
• Someone with business acumen and a strong commercial awareness
• Able to multi-task and juggle a complex and varied workload
• Someone with a good knowledge of IT packages
• Detail-oriented
Duties include, but are not limited to:
• Overseeing the smooth running of the office on a day-to-day basis, including purchasing and procurement, contract maintenance, stock control, budget management, policy compliance
• Pastoral and HR duties - We believe that the employee lifecycle starts at the very first interview. Working closely with the HR Manager to ensure all employees (in particular, our expats) are assisted at every step throughout the employee lifecycle. This includes assisting the HR Manager with onboarding and offboarding administration, conducting induction tours and presentations, assisting employees in finding a GP practice, a rental property or a school for their children, arranging laptops and phones, tracking and maintaining visa/immigration continuity and compliance, arranging training courses and seminars, relocation and mobility assistance.
• Finance - Assisting the Finance team with invoice processing, purchase orders etc.
• Budget administration - Tracking expenditure, ensuring cost efficiencies and monthly reporting of office expenditure to the HR Manager
• Manage office supplies and inventory (e.g., stationery, auditing laptops, phones, monitors etc.)
• Streamline processes, implementing SOP’s where necessary
• Events - Arranging company events and coordinating travel and accommodation for attendees
• Providing administrative support for visiting executives, as required
• Maintaining health & safety and fire safety of the premises, identifying and raising any maintenance or compliance issues with the HR Manager, ensuring H&S policies are up to date and ensuring fire equipment is tested regularly and is compliant
• Working with HR Manager to oversee and maintain service providers, contractors and vendors for office maintenance, e.g., security, cleaning, IT, maintenance and repairs etc., and handling service agreements, including renewals and tenders to ensure cost efficiency
• Ensuring the office is immaculate at all times, e.g., kitchen, waste removal, shredding etc.
• Maintaining weekly tracker of staff movements
• Administrative skills
• Facilities management experience
• Fleet administration experience advantageous
Qualifications:
• 5+ years experience as an Office Manager and/or Facilities Manager
• Minimum A-Level standard education
• IOSH certified
• H&S qualified
• First Aid and Fire Warden trained
• Project management (ideally Prince 2 or equivalent)
If your application is successful, you will be contact shortly.
The job title and description in this advertisement may differ from the client’s official job description/contract .We appreciate your interest in this role. E-Personnel Recruitment aims to acknowledge all applications, but due to the high volume of CVs we receive, this may not always be feasible.
You can apply with the utmost confidence to E-Personnel Recruitment directly, experts in both Permanent and Temporary Recruitment, and a proud member of the Recruitment & Employment Confederation (REC), the professional body for the recruitment industry. In the meantime, feel free to explore similar job opportunities on our website: e-personnelrecruitment.co.uk
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