At a Glance
- Tasks: Keep the office running smoothly and create a welcoming environment for everyone.
- Company: Join a dynamic team at a leading company focused on innovation and collaboration.
- Benefits: Enjoy competitive pay, training opportunities, and a supportive work culture.
- Other info: Great chance to grow your career in a vibrant office setting.
- Why this job: Make a real difference in the workplace while developing valuable skills.
- Qualifications: Strong communication skills and a knack for organisation are key.
The predicted salary is between 30000 - 40000 £ per year.
As Assistant Office Manager, you are responsible for maintaining an efficient and pleasant work environment, ensuring high levels of organisational effectiveness, good communication, and safety. Your role will often extend to the physical office environment and the systems that support the office.
Concierge & Catering
- Liaise with the onsite catering and concierge teams, acting as point of contact for Smartway and event queries.
Meeting Rooms & Event Space
- Ensure video conferencing equipment installed in meeting rooms, and event space is always operational.
- Carry out weekly checks of non-client facing meeting rooms and collaboration areas to ensure correct set up ready for employee use.
- This includes checking the battery operated kit is functional and cables are in good order.
- Assist with room layouts as requested.
Office Management
- 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, including office signage.
- Carry out 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- Remove and replace outdated or damaged posters/signage with updated information.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 and basement.
- Report technical faults or maintenance issues using the correct reporting process.
- Authorised contractors should have access to the building.
- Unexpected visitors should be referred to the Office Manager.
- Purchase office supplies using correct buying channels; once in receipt approve invoices as required.
- Restock printers and plotters and engage with maintenance contractors where necessary.
- Ensure recycling and waste management is clearly labelled and maintained.
Systems
- Maintain office records where required.
- Where lockers are provided, manage locker system and maintain key database, including quarterly review of condition and utilisation.
- Smartway Booking Tool – act as first line of support to assist users on a daily basis.
- Travel, purchasing & AV – provide guidance to users where possible.
Inductions & Departures
- Check the weekly starter, leaver & transferee SharePoint site for the office.
- Where necessary arrange new starter induction using the Information Pack provided.
- Arrange access to the building, including staff ID badge or fob.
- Support collection of leavers' laptops and mobile phones.
- Receive any keys where applicable and store securely.
- Arrange collection of ID badge and destroy securely and remove from access control system.
Safety & Training
- FAW & Fire Marshal – training will be provided.
- Food hygiene level 1 – training will be provided.
- Allergen Awareness – training will be provided.
- IOSH Working Safely – training will be provided.
- Daily visual checks of the office; report any adverse findings and ensure issues are addressed within appropriate timescale.
- Assist the Office Manager/LSO in responding to SMAs (Safety Observations).
- Ensure they are closed out within required timescales.
- Be familiar with the office SHE Plan.
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 as point of contact for local cleaners, highlighting any areas of concern to the OM.
- Assist with preparation for large meetings for special events.
- Ensure all Company, client and visitor information remains confidential.
- Support the Office Manager with any administrative tasks.
Qualifications
- First Aid at Work qualification or equivalent.
- Level 1 Food Hygiene certificate.
- AECOM Fire Marshal training.
- AECOM Lone worker training.
- AECOM Manual handling training.
- IOSH Working Safely.
- Ability to work under general supervision and manage changing priorities as 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.
As an Equal Opportunity Employer, we believe in each person's potential, and we'll help you reach yours.
Assistant Office Manager in City of Westminster employer: AECOM
As an Assistant Office Manager, you will thrive in a dynamic and supportive work environment that prioritises employee well-being and professional growth. Our company fosters a culture of collaboration and innovation, offering comprehensive training opportunities and a commitment to safety and efficiency. Located in a vibrant area, we provide unique advantages such as easy access to local amenities and a strong focus on sustainability, making us an excellent employer for those seeking meaningful and rewarding employment.
StudySmarter Expert Advice🤫
We think this is how you could land Assistant Office Manager in City of Westminster
✨Tip Number 1
Network like a pro! Reach out to current employees at the company you're eyeing, especially in roles similar to Assistant Office Manager. A friendly chat can give you insider info and might even lead to a referral!
✨Tip Number 2
Prepare for the interview by practising common questions related to office management. Think about scenarios where you've ensured a smooth work environment or handled unexpected issues – these stories will make you stand out!
✨Tip Number 3
Show off your organisational skills during the interview! Bring a portfolio that highlights your past experiences, including any relevant certifications like First Aid or Food Hygiene. It’s a great way to demonstrate your commitment to safety and efficiency.
✨Tip Number 4
Don’t forget to follow up after your interview! A quick thank-you email reiterating your interest in the role can keep you fresh in their minds. And remember, apply through our website for the best chance of landing that dream job!
We think you need these skills to ace Assistant Office Manager in City of Westminster
Some tips for your application 🫡
Tailor Your CV:Make sure your CV reflects the skills and experiences that match the Assistant Office Manager role. Highlight your organisational skills, communication abilities, and any relevant office management experience to catch our eye!
Craft a Compelling Cover Letter:Your cover letter is your chance to shine! Use it to explain why you're the perfect fit for our team at StudySmarter. Mention specific examples of how you've maintained an efficient work environment or handled office systems in the past.
Show Off Your Tech Skills:Since the role involves managing various office systems, be sure to mention your proficiency with tools like Microsoft Word, Excel, and Outlook. If you have experience with video conferencing equipment or booking tools, let us know!
Apply Through Our Website:We encourage you to apply directly through our website. It’s the best way for us to receive your application and ensures you’re considered for the role. Plus, it shows you’re keen on joining our awesome team!
How to prepare for a job interview at AECOM
✨Know the Role Inside Out
Before your interview, make sure you thoroughly understand the responsibilities of the Assistant Office Manager. Familiarise yourself with the job description and think about how your skills align with tasks like managing office supplies, liaising with catering teams, and ensuring meeting rooms are set up correctly.
✨Showcase Your Organisational Skills
During the interview, be ready to discuss specific examples of how you've maintained an organised work environment in the past. Highlight your experience with managing office records, conducting checks on equipment, and ensuring everything runs smoothly. This will demonstrate your ability to handle the role's demands.
✨Prepare for Safety and Training Questions
Since safety is a key part of the role, brush up on relevant training topics like First Aid, Fire Marshal duties, and Food Hygiene. Be prepared to discuss how you would handle safety checks and report issues, showing that you take workplace safety seriously.
✨Practice Your Communication Skills
As this role requires strong interpersonal skills, practice articulating your thoughts clearly and confidently. Think about how you would communicate with different stakeholders, from staff to contractors, and be ready to provide examples of effective communication in your previous roles.
