Office Manager

The opportunity

To provide a high level of professional and courteous reception service for all staff and stakeholders visiting the building. To answer all calls in a polite and friendly manner promptly and efficiently. Providing support to the office and taking the lead in Facilities Management to ensure all ADS office needs are fully met. Undertake a proactive role to ensure the smooth running of the office.

Role Responsibilities

• Take responsibility for the effective day-to-day operation of the office environment, ensuring reception, facilities and associated office services are well coordinated and run smoothly
• Manage and support a team of three part-time Receptionists across our two offices, ensuring appropriate reception cover and a consistently high standard of service.
• Oversee the day-to-day running of reception, providing a professional, welcoming and friendly experience for visitors.
• Ensure visitors are signed in and managed in accordance with relevant health and safety and security requirements.
• Coordinate the day-to-day facilities requirements of the offices, working with external contractors and suppliers to ensure maintenance and office issues are addressed promptly.
• Coordinate of office maintenance, repairs and refurbishment activities as required, liaising with contractors and relevant internal teams
• Oversee meeting room arrangements, including bookings, room preparation and resolving scheduling conflicts.
• Ensure meeting room facilities, including VC, conference and IT equipment, are regularly checked and ready for use, reporting technical faults to the IT team where appropriate.
• Monitor Reception and Meeting Room inboxes and diaries, responding to queries and requests in a timely manner.
• Ensure incoming internal and external calls are answered professionally and directed appropriately, taking accurate messages where required.
• Act as a first point of contact for general office and facilities queries from colleagues, resolving issues where possible or escalating them appropriately.
• Coordinate aspects of office security services, including monitoring Securitas reports and acting as a point of contact for security issues or incidents, escalating matters where required.
• Liaise with internal teams, contractors and relevant external contacts in response to facilities or security issues.
• Identify opportunities to improve the day-to-day running of reception and office facilities and contribute to improvements where appropriate

  What we are looking for

• Previous experience working within office management, facilities or a similar environment
• Strong communication skills and confidence interacting with colleagues, visitors and stakeholders at all levels
• Competent in using Microsoft Outlook, Word and Excel
• A friendly, professional and approachable manner
• Able to work independently, take ownership and use initiative
• Strong time management skills and a reliable approach to work
• Proactive, with a willingness to identify and resolve issues
• Excellent organisation and coordination skills
• A keen eye for detail and accuracy
• Able to balance competing priorities and manage a varied workload

Contract

• Contract; Permanent, Part-time role, Monday to Thursday, 32 hours per week
• Location; Onsite in our London office.