Office Manager

Overview of the role

As an Office Manager, you will be focused on operational activities for the office ensuring staff and visitors enjoy a great experience when attending our premises. As Office Manager you will be responsible for meeting with all mandatory compliance under Mott MacDonald’s BusinessManagement System (BMS) Manage Offices, namely health, safety, security, information security and office environmental management.

Key responsibilities and duties include:

• General
  
  
  • Ensuring the office complies with Group standards and local legislation
    
    
  • Arranging emergency procedures including fire, security and first aid
    
    
  • Retaining all relevant records for Five years
    
    
  • Assisting the Office Principal with the production and management of the Office Continuity Plan
    
    
• Risk
  
  
  • Undertaking office risk assessments
    
    
  • Health, Safety and Security, Information Security and Environment
    
    
  • Managing and controlling access for staff, visitors and contractors on the premises
    
    
  • Undertaking an annual Environmental Impact Assessment
    
    
  • Liaising with local enforcement bodies as necessary
    
    
• Outside Services Suppliers
  
  
  • Procuring office services and supplies using centrally preferred supplier lists and providing feedback on performance
    
    
• Office Inspections
  
  
  • Undertaking monthly inspections of the office, using Monthly Office Inspection Checklist, recording and acting upon findings
    
    
  • Monitoring progress of improvement actions and review actions undertaken and impact annually
    
    
  • Managing staff awareness of office improvement actions and raise awareness of requirements through communications and publicity campaigns
    
    
• People Management
  
  
  • To perform a line manager role to local office coordinators within their scope
    
    
  • Act as a point of contact for annual leave and sickness
    
    
  • To arrange cover for front of house roles
    
    
  • Authorise overtime
    
    
  • Ensure line reports feel involved in the business
    
    Candidate Specification
    
    Essential:
    
    
• Previous experience in an Office/Facilities management role
  
  
• Excellent people skills
  
  
• A positive, can-do attitude is a must
  
  
• Ability to effectively communicate with staff and visitors through, phone, email and in person
  
  
• Proficient in MS office applications
  
  
• Able to work as part of a team and independently
  
  
• Good knowledge of Health and Safety management in the context of an office environment
  
  We are actively recruiting a diverse workforce that is reflective of the communities we serve. We recognise that differences in ability, skills and experience are a strength and encourage applications from people of all backgrounds.
  
  Please be advised that offers for this role are conditional upon obtaining the appropriate level of Security Clearance