Office Manager Job Details | Kinectrics

Overview

Kinectrics takes pride in being consistently ranked as one of the best places to work in the energy and utility industry, where purpose and people mean as much as innovation and growth. That’s why we choose only the best and brightest to join us. To keep pace with the expanding energy and utility sector, Kinectrics has grown from a company of 300 to over 1,000 in only the last few years – and we aren’t looking to slow down. Join our diverse, supportive workplace for a rewarding career in the electricity industry.

Visit our website to learn more: www.kinectrics.com

The Opportunity

Office Manager (Part-Time)

Employment Type: Permanent

Employment Level: Intermediate

Location: UK – Altrincham

Department: Nuclear

Reports to: Managing Director

Hours per week: 27.5

What We Offer

At Kinectrics, employees are recognized for their knowledge, experience, and contributions while working in a highly technical and challenging environment. Kinectrics puts you in the driver’s seat of your own career, setting you up alongside industry experts who will help you develop the skills essential to your professional growth in a dynamic, entrepreneurial, and rewarding work culture.

• Purpose: The work we do each day helps communities around the world. Find satisfaction in work that really matters, working alongside and as part of the best and brightest in the industry.
• Growth: To keep pace with the expanding energy and utility sector, we are growing more each day, which means more opportunities for you. We encourage our employees to grow alongside our company thanks to a number of significant training and personal development opportunities.
• Innovation: Our staff proudly develop innovations that push the industry forward.
• Diversity: The company is dedicated to promoting diversity in its workforce, up to and including the senior management level. Our diversity committee ensures we stay up to date on leading trends and best practices, creating a desirable workspace for each and every one of our employees.
• Competitive Compensation: We offer a competitive total compensation package unmatched by most industries.

We are looking for a self-motivated individual who is excited about becoming a key contributor within a dynamic team.

Accountabilities: How You Will Make an Impact

The Office Manager will be responsible for the vetting and security screening of employees and contractors in accordance with government standards and client requirements, maintaining accurate records internally and on government and client databases and to manage access permissions to the main office and sensitive areas for employees, contractors and visitors. Furthermore, the incumbent will provide a highly effective office administrative support which will include facilities management.

Your duties will include:

• Conduct vetting and security processing for relevant clearances pertaining to the Nuclear industry governance and client requirements which includes obtaining BPSS vetting and CTC and/or SC security clearance for employees.
• Full scope of security related tasks including liaising with external sites and organisations to ensure accurate delivery of security requirements.
• Administer completion of the necessary vetting and security forms for employees and obtaining necessary references.
• Complete 6-monthly ‘Sub-Contractor – IPSA Assessment Forms’ for clients providing details of the organisation, clearances held, reported changes in personal circumstances, leavers and overseas travel in the last 12 months.
• Notify the relevant security teams and removing from client records.
• Check client records regularly to ensure all engineering staff records remain active.
• Monitor security vetting and security processing sensitively and proactively applying for renewals on expiry.
• Work with IT to update security clearances.
• Ensure client security teams are advised of impending travel both for business and leisure, ensuring the relevant forms are completed in accordance with client requirements.
• Uphold a safe and secure working environment, overseeing the induction process for new employees and ensuring compliance with health and safety policies.
• Act as the primary liaison with the estate management company to address any facility-related concerns promptly.
• Assist with managing the office budget and expenses efficiently and raising PREQS to generate the purchase orders for vendors.
• Enhance office efficiency by strategically planning and implementing office systems, layouts, and procuring necessary equipment.
• Ensure the office environment is well-maintained and arranging necessary repairs as required.
• Manage administrative tasks including filing, data entry, and record-keeping to ensure organizational efficiency.
• Coordinate and schedule meetings, appointments, and assist with travel arrangements as needed.
• Liaise with accounts payable and the purchasing department to track, code and approve invoices, assisting with any queries.
• Book external training courses as and when required.
• Responsible for managing the Automatic Access Control System.
• Any other duties reasonably required of the post-holder following consultation.

What You Need to Succeed

• Experience of vetting and security processing desirable.
• Highly proficient IT skills including competence in MS Excel, PowerPoint and Word.
• Excellent communication skills, fluent in both written and oral English.
• Able to demonstrate high levels of confidentiality and discretion.
• Accuracy and attention to detail essential.
• Demonstrated administrative ability with meticulous attention to detail.
• Exemplary phone etiquette and exceptional communication abilities.
• Keen eye for detail, particularly in document management, formatting, and control.

Kinectrics is strongly committed to diversity, equity and inclusion (DE&I) and welcomes applications from all individuals. To learn more about our commitments please visit our diversity, equity and inclusion and indigenous relations pages.

Kinectrics welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.