Office Manager in London

UK Private Capital is looking for a motivated, proactive and skilled Office Manager to join our busy team. A strong, personable, proactive team player this role will suit someone with a drive to deliver outcomes, who enjoys enhancing the status quo and has a willingness to roll their sleeves up to get involved where needed.

Working alongside the Senior Operations Manager and line managing the Receptionist/Office Assistant, the Office Manager will be responsible for the office management and ensuring that the office is well functioning, including overseeing and supporting receptionist duties. The Office Manager will identify ways to improve the office experience through facilities, health and safety and Cyber/IT support solutions.

Key areas of responsibility:

• Managing the daily operational requirements of the office including:

• Health and Safety representative responsible for ensuring that UK Private Capital is compliant with current H&S legislation.
• Overseeing the facilities and operational management of the building.
• Coordinating and hosting office-based guests, meetings and events.
• Helping procure new suppliers and research new tools and initiatives.
• Overseeing the third party MSP, Cyber and IT policies and work to enhance cyber protection and monitor employee training.
• Contract, vendor and insurance management.
• GDPR representative for department.
• Being key point of contact for Operational matters.

Key Responsibilities:

• Office Management including managing the office to ensure it is well maintained and run, managing office facilities and office improvement projects and providing varied technological support for staff and guests including audio-visual, telephone, PC, WiFi, software, and mobile devices.
• Responsible for health and Safety management, including maintaining Health & Safety records and arranging and managing annual risk assessments and remedial works.
• Supporting with GDPR compliance, procedures and training for the company.
• Be the go-to person for day-to-day IT advice and support. This includes managing outsourced IT Service Provider and Cyber provider.
• Managing IT and Cyber improvement initiatives including Cyber security awareness training.
• Managing monthly KPI reporting, highlighting any changes or improvements that can be made.
• Responsible for the selection and procurement of office technology.
• Managing software/licensing agreements and relationships with IT.
• Operations Management, including being the main point of contact for new starters and leavers and manage onboarding and leaver process and cover for Receptionist, including all reception duties.
• Coordinating, ordering and preparing all arrangements for in-house meetings and events, with support from the Receptionist/Office Administrator, ensuring the office is appropriately set up to host internal and external attendees.
• Manage budget for Operations team and assist in the reviewing and management of 3rd party supplier contracts and negotiating fees in relation to central supplies.

This role requires permanent and unrestricted right to work in the UK. As we are unable to offer visa sponsorship now or in the future, we can only consider applicants who hold a form of UK work authorisation that does not carry time limitations or require future sponsorship.

Requirements:

Technical:

• 5 years' experience in Office/facilities management.
• Experience in hosting in-house events would be beneficial.
• Microsoft Office suite, including advanced Outlook and Excel skill.
• Advanced knowledge of Office 365 system and cloud-based systems.
• Strong line management skills.
• Previous experience with Cyber Essentials accreditation.
• Strong confidence in IT systems, with a genuine passion for improving technology and a strong interest in IT and digital implementation and support.
• Diverse technology competencies and an Interest in IT/digital implementation and support.
• Understanding of budget/reforecasting experience.

Personal:

• A skilled prioritiser, able to execute multiple objectives simultaneously while ensuring key milestones are reached in a timely manner.
• Willingness to organize or get involved in a wide range of activities that showcase the office to its full potential.
• Growth minded and works well under pressure, you will enjoy a fast-paced environment and will thrive on taking ownership to deliver on requirements.
• Strong stakeholder management skills with an ability to build relationships at all levels to deliver effective outcomes.
• Strong influencer able to negotiate with and manage suppliers.
• Effective written and verbal communicator.
• Ability to work independently and collaborate with teams working off own initiative when needed, but knowing when to gain senior support.

Benefits:

Why come work for UK Private Capital?

• Be part of the leading trade body for the private capital industry in the UK, supporting the growth of the industry and deepening the understanding of external stakeholders to the benefit of the industry.
• Experience a friendly, engaged, and passionate work environment (with regular social activities) with a supportive culture.
• A competitive salary, reflecting the technical requirements and seniority of the role, and a performance-related discretionary bonus.
• Enjoy important benefits: 25 days holiday in addition to Bank Holidays; a 10% non-contributory pension; non-contractual day off for your birthday.
• Life and medical benefits: life assurance (4 times salary); private medical Insurance for you*; health cash plan*; critical Illness and income protection insurance*; employee Assistance Programme – includes Mental Health support, Virtual GP, Nutrition advice and Financial wellbeing.
• Other benefits: interest free season ticket loan; corporate discounts; reimbursement of up to 2 relevant professional institutes; generous support for professional and personal development, Cycle to Work Scheme.

UK Private Capital supports an environment that is based on merit and inclusiveness, where all employees can develop their full potential, irrespective of their race, gender, marital status, age, disability, religious belief, political opinion or sexual orientation.