At a Glance
- Tasks: Support office operations and project administration in a dynamic construction environment.
- Company: Join a leading civil engineering firm making a difference in environmental projects.
- Benefits: Gain hands-on experience, develop skills, and work in a fast-paced team.
- Other info: Opportunity for career growth and to make a real impact on major projects.
- Why this job: Be part of impactful projects while enhancing your organisational and administrative skills.
- Qualifications: Experience in construction, strong organisational skills, and proficiency in Microsoft Office.
Looking to step into a fast-paced project environment where no two days are the same? This is an opportunity to join a major civil engineering scheme supporting a high-profile environmental project, taking ownership of office operations, project administration and team coordination across a busy site environment.
As an Assistant Office Manager, you’ll play a central role in ensuring the smooth day-to-day running of the project offices while supporting the wider operational team across administration, facilities and project support functions.
The Assistant Office Manager will oversee office invoicing and administration procedures, coordinate support staff and maintain efficient systems across the project. Working closely with the Senior Office Manager, you’ll help drive standards, organisation and operational excellence throughout the site.
The Role
- Processing GRNs, invoice matching and finance administration support
- Producing ad-hoc reports and maintaining project information systems
- Supporting the management and upkeep of project offices, facilities and surrounding site environment
- Overseeing project Time & Attendance systems, office security and visitor/site clearance processes
- Coordinating IT setup and support alongside Group IT teams
- Managing office safety procedures, including testing schedules, fire marshals and first aid provisions
- Maintaining office management records, registers and administration systems
- Ordering and managing office consumables, PPE and storage areas
- Providing administration support across all project functions
- Supporting onboarding processes for new starters and workforce mobilisation
- Managing site deliveries, booking procedures and logistics administration
- Supporting document control systems and maintaining accurate project records
- Assisting with absence management, holiday planners and timesheet administration
- Coordinating plant registers, asset tracking and purchase card reconciliations
- Supporting recruitment, training and supervision of additional administration staff where required
- Arranging employee technology requirements including laptops, tablets, software and access requests
About You
To be successful in the Assistant Office Manager role, you’ll have experience working in construction, bring strong organisational skills along with experience working within a project, construction or engineering environment.
ESSENTIAL Experience
- Excellent working knowledge of Microsoft Office and SharePoint
- Experience invoicing within a construction environment, ideally using systems such as Causeway, ECM or HSBC MiVision
- Strong administration and coordination skills
- The ability to multitask within a busy site-based environment
- A proactive and organised approach with strong attention to detail
- Experience supporting teams, processes and operational project delivery
If you’re looking for a varied and rewarding opportunity where you can make a real impact on a major project, this could be the perfect next step.
Assistant Office Manager employer: Girling Jones Ltd
Join a dynamic team at the forefront of a major civil engineering project, where your role as Assistant Office Manager will be pivotal in ensuring operational excellence and supporting a high-profile environmental initiative. With a strong emphasis on employee growth, we offer a collaborative work culture that values innovation and efficiency, alongside comprehensive training and development opportunities. Located in a fast-paced project environment, you will enjoy the unique advantage of contributing to meaningful work while being part of a supportive and engaged team.
StudySmarter Expert Advice🤫
We think this is how you could land Assistant Office Manager
✨Tip Number 1
Network like a pro! Reach out to people in the construction industry, especially those who work on similar projects. Attend local events or join online forums to connect with potential employers and get insider info on job openings.
✨Tip Number 2
Show off your skills! When you get the chance to meet hiring managers, be ready to discuss your experience with invoicing and project administration. Bring examples of how you've improved office operations in the past to really make an impression.
✨Tip Number 3
Be proactive! If you see a job that fits your skills, don’t just wait for the application process. Reach out directly to the company through our website, express your interest, and ask about upcoming opportunities. It shows initiative!
✨Tip Number 4
Prepare for interviews by researching the company and its projects. Understand their values and how you can contribute to their operational excellence. Tailor your responses to highlight your organisational skills and experience in a busy site environment.
We think you need these skills to ace Assistant Office Manager
Some tips for your application 🫡
Tailor Your CV:Make sure your CV reflects the skills and experience mentioned in the job description. Highlight your organisational skills and any relevant experience in construction or project environments 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 the Assistant Office Manager role. Share specific examples of how you've supported teams and managed office operations in the past.
Show Off Your Tech Skills:Since we’re looking for someone with a solid grasp of Microsoft Office and SharePoint, don’t forget to mention your proficiency with these tools. If you’ve used any specific invoicing systems like Causeway or ECM, be sure to include that too!
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 this exciting opportunity. Plus, it’s super easy!
How to prepare for a job interview at Girling Jones Ltd
✨Know Your Stuff
Before the interview, make sure you brush up on your knowledge of construction processes and project management. Familiarise yourself with common invoicing systems like Causeway or ECM, as well as Microsoft Office and SharePoint. This will show that you're not just interested in the role but also prepared to hit the ground running.
✨Showcase Your Organisational Skills
As an Assistant Office Manager, organisation is key. Prepare examples from your past experiences where you've successfully managed multiple tasks or coordinated teams. Be ready to discuss how you maintain efficient systems and ensure smooth operations, especially in a busy site environment.
✨Demonstrate Proactivity
Employers love candidates who take initiative. Think of instances where you've gone above and beyond to support your team or improve processes. During the interview, highlight your proactive approach and how it has positively impacted your previous workplaces.
✨Ask Insightful Questions
At the end of the interview, don’t shy away from asking questions. Inquire about the specific challenges the team faces or how they measure success in the role. This shows your genuine interest in the position and helps you understand if it's the right fit for you.
