Office Manager (Maternity Cover)

Office Manager Maternity Cover Job Description

Duration- 1 Year

Full-Time- 37,50 Hours Per Week

Role Overview

The Office Manager plays a key role in ensuring the smooth running of the office and providing comprehensive support to both staff and directors. This role requires strong organisational skills, excellent communication, and the ability to manage multiple tasks and projects simultaneously. The Office Manager oversees daily office operations, manages administrative staff, and liaises with contractors and suppliers to maintain a productive and safe work environment.

Key Responsibilities

Office Management

· Oversee the care and management of the entire office, including furnishings and equipment.

· Provide support and care for residents in previous offices (32, 34, and 43).

· Liaise with contractors, workmen, and managing agents (Rendall and Rittner) to coordinate works and address queries.

· Manage office services, including cleaning, air conditioning, energy usage, and company mobile phones.

· Manage contracts with suppliers, including arranging, reviewing, and cancelling services.

· Arrange monthly task lists and job requirements for the handyman, ensuring materials and tools are available.

Health & Safety

· Lead the fire safety and health & safety team, including organising drills, meetings, and staff inductions and PPE.

· Update and manage company policies, risk assessments (RA), and health & safety training (e.g., ergonomics, CDM, CSCS, asbestos awareness, working from home, lone working).

· Ensure first aid and fire safety measures and training are in place and regularly reviewed.

Administration and Staff Management

· Manage the admin team, conducting regular one-to-one meetings, training, and probation reviews.

· Handle staff queries, approve holiday requests, and manage timesheets and project allocations.

· Manage archiving processes, both internally and externally, and ensure accurate records are maintained.

Supplier Management

· Liaise with directors regarding timesheet summaries.

· Arrange professional indemnity (PI), public liability (PL), employer liability (EL), and cyber insurance policies.

· Manage company accreditations (SafeContractor, Constructionline, CQMS) and complete Pre-Qualification Questionnaires (PQQs).

Event and Travel Management

· Organise events, including food, drinks, and décor arrangements.

· Book travel and accommodations for directors.

· Book staff events such as Race Day

Marketing and Design Support

· Assist with the care and design of company merchandise, business cards, and branded PPE.

· Managing templates and ensure outgoing documents maintain company standards.

· Maintaining file management system for office and projects – QMS.

· Support company online portal management (Rapport) and ensure relevant updates.

Accounts

· Prepare and issue invoices based on schedules and apply appropriate mark-ups.

· Send invoices and supporting attachments to clients.

· Manage client queries regarding invoices and process any necessary adjustments.

· Send client statements and follow up on outstanding payments.

· Provide detailed invoice reports to directors.

· Reconcile customer accounts and ensure records are up to date.

· Manage SBK invoices.

· Download, organise, and save invoices on internal systems.

· Assist the Management Accountant with ad hoc tasks as required.

Required Skills and Experience

· Strong organisational and multitasking abilities.

· Excellent communication and interpersonal skills.

· Knowledge of health & safety regulations and ISO standards.

· Experience managing contracts, suppliers, and financial processes.

· Proficiency in Microsoft Office (Word, Excel, Outlook, adobe and Sage) and office management software.

· Leadership and team management experience.