Assistant Office Manager in Woking

Location: Saxmundham, Suffolk

Job Type: Temporary to Permanent

Salary: Competitive, dependent on experience

Join a Major Infrastructure Project

We are currently recruiting for an experienced Assistant Office Manager to join a busy project environment based in Saxmundham, Suffolk. This is an excellent opportunity for a highly organised and proactive individual with experience in office management, project administration, or construction environments. Working closely with the wider project team, you will support the smooth running of site offices, facilities, administration processes, and workforce support services. This temporary-to-permanent opportunity offers long-term career prospects and the chance to become a key member of a large-scale infrastructure project team.

The Role

As Assistant Office Manager, you will support the implementation of project administration procedures and coordinate the day-to-day activities of the project administration team. You will help manage office operations, facilities, systems, and support services, ensuring the project environment remains efficient, compliant, and well organised.

Key Responsibilities

• Support the management and coordination of project administration procedures.
• Assist with the daily running, maintenance and safety of project offices and surrounding areas.
• Support office security processes, including visitor access and clearance requirements.
• Liaise with IT teams to support office technology, connectivity and equipment requirements.
• Manage office safety procedures, including safety checks, fire marshal coordination and first aid arrangements.
• Maintain office management records, registers and documentation.
• Coordinate workspace allocation and office arrangements for new starters.
• Manage office supplies, consumables and storage areas.
• Provide administrative support across all areas of the project.
• Assist with office and visitor inductions, including completion of DSE assessments.
• Coordinate site deliveries and booking-in procedures.
• Support document control processes and maintain project records.
• Process Goods Received Notes (GRNs) and assist with invoice matching and queries.
• Produce administrative reports and project updates when required.
• Maintain project time and attendance systems.
• Check and verify competency cards and workforce records.
• Maintain employee absence records, holiday planners and workforce information.
• Support onboarding, transfers and offboarding of employees.
• Assist with recruitment and training of additional administration support where required.
• Maintain plant and asset registers, including equipment movements.
• Support purchase card administration and reconciliation processes.
• Coordinate employee technology requirements, including laptops, tablets, software access and security permissions.

About You

The successful candidate will have:

• Previous experience in an office management, project administration, site administration or coordination role.
• Experience supporting teams within construction, engineering, infrastructure or similar project environments.
• Excellent organisational skills with strong attention to detail.
• The ability to manage multiple tasks and priorities effectively.
• Strong communication skills with the confidence to work with teams at all levels.
• A proactive approach with the ability to work independently and as part of a wider team.
• Good IT skills with experience using Microsoft Office packages.

Desirable Experience

Experience with the following would be advantageous:

• Document control systems.
• Time and attendance systems.
• Finance and purchasing systems.
• Plant and asset management systems.
• Project administration software such as Causeway or Oracle.

Additional experience within a secure, highly regulated, or large-scale project environment would be beneficial but is not essential.

Health & Safety Responsibilities

Safety is a key priority within the role. You will be expected to:

• Lead by example and take responsibility for your own health and safety and that of others.
• Follow all site safety procedures and policies.
• Ensure safety equipment and PPE requirements are followed.
• Promote a positive safety culture across the project team.
• Share lessons learned and encourage best practice.
• Identify and challenge unsafe working practices.
• Stop activities where safety, environmental standards or quality may be compromised.

Whats on Offer?

• Temporary-to-permanent position.
• Competitive salary package.
• Opportunity to work on a major infrastructure project.
• Long-term career development opportunities.
• Supportive and collaborative working environment.
• The chance to play an important role in the successful delivery of a high-profile project.

If you have strong administration skills and enjoy supporting teams in a busy project environment, this could be the ideal next step in your career. Apply today.