Office Manager

We have been exclusively retained by a fast-growing and prestigious client on the lookout for a proactive Office Manager to join their offices in Warwickshire. This is a dynamic and diverse role that involves providing invaluable administrative support for the Managing Director, Finance Director and wider team. A typical work week for this Office Manager will be 25 hours a week, Monday to Friday, 9am – 2:30pm.

Key Responsibilities:

• General:

• Diary Management: Ensuring efficient scheduling and coordination of appointments. Producing weekly Team Movement Sheet and distributing to Team.
• Email Inbox Management: Keeping communication flowing seamlessly. Responsible for generic ‘enquiries’ email account and forwarding to relevant Team Members.
• Meeting Organisation: Preparing meeting rooms, meeting papers, lunch and transport, contributing to successful gatherings.
• Event Coordination: Organising hospitality and social events to foster a positive work environment.
• Personal Errands: Providing essential assistance to the Managing Director, Finance Director and wider Team, making their day more manageable.
• Corporate Event Booking: Arranging corporate events and entertaining, including transport and accommodation, enhancing the company's reputation.
• Office Equipment: Responsible for Laptops/Computers, Photocopiers/Printers, Telephones. Raising issues with equipment suppliers for quick resolution.
• PR: to assist with PR and website management.
• Office: Restock and tidy kitchen area daily ensuring a high level of cleanliness and hygiene is adopted. Ensure Meeting Rooms are always tidy throughout the day.

• Maintaining a well-organised and well stocked environment including stationery, Brochures, Business Cards and refreshments.
• Take ownership of all Supplier Contracts to include Phones/Internet, Plumbing, Air Conditioning, EV Charge points, Office Plants, Confidential Waste, Cleaning/ Maintenance of Office Buildings and Grounds, Hygiene Products, Waste and Recycling, Fire Extinguishers, Fire Alarms, Security Alarm, Employers Liability Insurance, Exterior lighting and signage.
• Co-ordinate repairs and timely servicing of all office equipment to ensure compliance is met.

• Receive and input all invoices into Sage Accounting system.
• Check all invoices within budget parameters.
• Set up fortnightly BACS payments within online banking portal.
• Maintain project spend updates.

• Annual PAT Testing.
• First Aid: You will be First Aid qualified (training arranged if required) with responsibility for First Aid supplies/defibrillator and recording any incidents.
• Inspect Offices regularly for any hazards and rectify.
• Health & Safety Policy – to be issued annually.
• Ensure Offices are HS&E compliant HS&E Poster must be displayed within Office.
• Annual DSE assessment for all Team Members.
• Health & Safety Policy Statement: To be reviewed, signed, dated and filed (hard copy and soft copy) annually.
• All Team Members to complete an annual Emergency Contact Form.

As such we would like you to have:

• Exceptional Communication Skills: Proficiency in both written and spoken English.
• Organisational Prowess: A talent for multitasking and meticulous attention to detail.
• High level of numeracy with intermediate spreadsheet experience.
• A background in administrative or PA roles.
• A collaborative spirit that enhances team cohesion.