Office Administration Manager in Leeds

• Office Manager
• Full time, Permanent – Remote

IDS, a UK-based engineering consultancy specialist, are looking to appoint a reliable Office Manager to support their operations and manage the office admin team.

This is a UK-wide remote position suited to candidates with prior administrative experience who can work accurately and independently from home.

We’re looking for someone who is detail-oriented, a self-starter who takes initiative, a strong problem-solver, reliable and accountable, and comfortable with ambiguity.

The ideal candidate takes ownership, approaches challenges thoughtfully, adapts well to changing situations, and consistently delivers high-quality work.

Job Summary

The primary role of the Office Administration Manager is to work closely with, and to provide efficient support to, the group of company Directors, Consultants and External Stakeholders — delivering exceptional service through maintaining high standards of accuracy, efficiency, quality and timeliness.

As part of a small team, this role is broad and operational, spanning general administration and document control alongside project, commercial, HR, health & safety, and people/culture support.

The ideal candidate will have excellent organisational skills, a keen eye for detail, and the ability to handle multiple administrative tasks simultaneously while working on their own initiative.

• Manage office admin team.
• Reports to the Directors.
• Primary work location is home.
• Role & Responsibilities
• Support management with ad hoc projects and initiatives as required.
• Handle general HR administrative tasks and serve as first point of contact for routine employee HR-related queries, with support from third-party consultants.
• Manage commercial sales pipeline, maintaining strong client relationships and supporting the Directors with sales administration.
• Support and maintain company H&S processes i. e. preparation and distribution of company RAMs, PPE and staff training.
• Manage diaries, appointments, timesheets and expenses.
• Support and maintain the management of documentation in a systematic and organised manner.
• Handle sensitive and personal data relating to staff, clients and other individuals, and prepare and distribute correspondence, documents and forms as required.
• Order PPE, office and IT equipment; set up IT equipment in line with the company protocol.
• Book and cancel travel arrangements, hotels, flights, car hire etc. when needed.
• Liaise with site teams on requirements for site visits, including country requirements, visas, work permits and site inductions.
• Organise and attend team meetings, including taking minutes and managing actions.
• Support and maintain company ISO accreditation and recertification process.
• Assist in the recruitment and induction of new staff.
• Obtain and maintain business policies and accreditations as required, as well as completing any required risk assessments.
• Coordinate training, events and staff meetings, including tracking minutes and managing actions.
• Complete personal and business expenses and associated tasks; maintain the personal expenses form.
• Provide general administration support to staff as required.

Skills / Qualifications / Experience

Essential

• GCSE A*– C English and Maths.
• Minimum 5 years of administration/document control experience, preferably in the Telecommunications/Construction industry
• Proficiency in MS Office (Excel/Word/Power Point).
• HR administration experience (recruitment, onboarding, annual leave, performance review, and supporting company culture).
• Excellent communication and interpersonal abilities.
• Independent thinker and decision maker, comfortable with ambiguity and proactive in their approach to complete tasks.
• Self-motivated with highly accurate administration and organisational skills.
• Ability to multitask and prioritise tasks effectively in a fast-paced environment.
• Great attention to detail and understanding of quality control.
• Works on own initiative and lead projects from planning through to successful delivery, with a positive can-do attitude.
• A team player with a real willingness to help others.
• Takes ownership and pride in their work.

Desirable

• Familiar with EDMS software: Aconex, Asite, View Point 4P, EIDA, Autodesk BIM360.
• A genuine desire to learn new skills.

Benefits

• Work from home
• Flexible engagement, with full-time preferred and part-time considered
• Company pension scheme and other perks through employee platform
• Company private medical insurance scheme after one year
• Staff social events