Assistant Office Manager

Company Description

Work with Us. Change the World. At AECOM, we're delivering a better world. Whether improving your commute, keeping the lights on, providing access to clean water, or transforming skylines, our work helps people and communities thrive. We are the world's trusted infrastructure consulting firm, partnering with clients to solve the world’s most complex challenges and build legacies for future generations.

Job Description

As Assistant Office Manager you’ll be responsible for managing arrangements to maintain a safe, healthy, efficient, and pleasant work environment, ensuring high levels of organisational effectiveness and good communication. You will also help to build community in the office through a range of local events and initiatives. You will present an excellent impression of the company’s friendliness, professionalism, and high standards. Being passionate for providing extraordinary service, you will be able to work positively in a fast-paced environment.

Role responsibilities

• Office Management
  • Maintain tidy office and kitchen environments ensuring all consumables are replenished.
  • Clean, restock and maintain drinks machines, where applicable.
  • Carry out monthly checks of workstations to ensure correct set up – all furniture and IT kit should be present and functional, sit/stand desks are operational, cable management is in order.
  • Monthly checks of all office signage (including desk stickers) and posters. Remove and replace outdated or damaged posters/signage with updated information.
  • Maintain an organised work area including external/internal storage areas.
  • Report technical faults or maintenance issues using the correct reporting process.
  • Purchasing office supplies using correct buying channels.
  • Restock printers and plotters and engage with maintenance contractors where necessary.
  • Ensure recycling and waste management is clearly labelled and maintained.
  • Maintain a key register and conduct periodic checks.
• Systems
  • Maintain office records where required.
  • Manage locker system, and maintain key database.
  • Act as first line of support for Hubstar Booking Tool.
• Inductions / Departures
  • Check the weekly starter, leaver & transferee Sharepoint site for the office.
  • Arrange new starter induction using the Information Pack provided.
  • Arrange access to the building, including staff ID badge or fob.
  • Support leavers with collection of IT kit and mobile phones.
• Safety (training provided where required)
  • Daily visual checks of the office. Report any adverse findings and ensure issues are addressed or made safe in an appropriate timescale.
  • Assist the Office Manager/LSO in responding to SMAs (Safety Observations).
• General Duties
  • Work with the Office Management Team to ensure the office facilities are available during the locally agreed office opening hours.
  • Assist the Office Manager in monitoring and responding to emails sent to the office mailbox.
  • Act point of contact for local cleaners, highlighting any areas of concern to the OM.
  • Support the Office Manager with any administrative tasks.

Qualifications

• Ability to work under general supervision and manage changing priorities as and when they arise.
• Strong interpersonal, verbal, and written communication skills with good organisational and negotiation skills.
• Ability to work independently and as part of a team.
• Proficient in use of Microsoft Word, Excel, Outlook, and other online tools.
• Good customer and stakeholder service ethic and attention to detail.

Additional Information

At AECOM, we are committed to maintaining a secure and trustworthy recruitment process and take any fraudulent hiring activity seriously. To support this commitment, all newly hired employees are required to attend an in-person Day 1 onboarding at an AECOM office location as a condition of employment.