Office Manager in Newcastle upon Tyne

We have an interesting opportunity for an ambitious Office Manager to join our team in the UK, providing support during a busy period created by some very exciting projects. This is a 9 month fixed term role. In this challenging role, you will be responsible for providing comprehensive, efficient, and effective administration support, ensuring that the UK offices function smoothly and effectively, and that all internal and external interactions and events are well organised and run smoothly.

Key responsibilities will include:

• Office Management: Liaising with other members of the team, as required, to ensure compliance with and development of building and office management requirements. Monitoring office-related expenses and contributing to budget planning and cost control. Building relationships with suppliers and service providers to ensure quality and reliability.
• Risk & Compliance Oversight: Working with the Workplace & Office Services team to ensure the offices comply with health and safety regulations, GDPR, and other relevant legal requirements. Coordinating office cleaning services, checking and maintaining standards to comply with security protocols. Developing and maintaining office guidelines, in conjunction with the Workplace & Office Services team. Dealing with troubleshooting of system breakdowns and disruptions in conjunction with colleagues. Ensuring the office has all necessary equipment and supplies. Arranging local events and activities, in liaison with the Social ERG, and managing interactions and relationships with visitors to the offices. Promoting a positive and inclusive office culture aligned with company values. Providing regular updates to leadership on office operations, issues, and improvements. Assisting with the management of desk allocations, meeting room usage, and office layout changes. Implementing and monitoring environmentally friendly practices (e.g., recycling programs, energy-saving measures). Liaising with our CSR to organise appropriate charity events or volunteering opportunities that connect the office with the local community.
• Accounting: Keeping accurate records of contracts, maintenance logs, and compliance documents. Providing accountancy breakdown/analysis as and when required.
• Project Support: Provide general support on key Facilities and Workplace related projects in support of central team Wellbeing & Engagement Initiatives: Supporting employee wellbeing through initiatives, resources, and feedback mechanisms. Assisting with Risk Assessments and Health & Safety inspections. Reacting to requirements as necessary.
• Emergency Preparedness: Coordinating fire drills, evacuation plans, and emergency contact procedures. Support upkeep of office maintenance lists. Liaising with external companies in respect of equipment and services. Carrying out additional support as requested.

About you Skills/Qualifications/Experience:

• Excellent working knowledge of MS Office (Including Word, PowerPoint, Excel, Outlook) and preferably Worksite.
• Excellent verbal and written communication skills.
• Well-organised with the ability to prioritise tasks and work under pressure to meet deadlines.
• Confident demeanour, able to build relationships and provide excellent service to internal and external clients and Members.
• Self-motivated and able to work on your own initiative.
• Acts as a positive role model, developing trust, demonstrating a ‘can do’ attitude and flexibility in approaching business needs.
• The ability to exercise discretion and act with integrity in all situations.
• Excellent attention to detail with a focus on continuous improvement of working practices and IT skills.
• A team player who works constructively and collectively with colleagues.

Note: The nature of this role will mean full-time working from the office subject to agreement.

Who we are: We are a specialist marine insurer and a member of the International Group of Protection and Indemnity clubs, owned by its shipowner members and controlled by a board of directors drawn from its membership. We’re one of the world’s leading and most influential P&I Clubs. Employing over 600 people globally, we provide an unmatched depth and breadth of expertise to our members.

Our culture and what to expect from us: Our culture is hugely important to us enabling us to fulfil our brand promise, ‘Taking on tomorrow, together’. Together we are empowered, inquisitive and courageous, giving the best of ourselves to our colleagues, customers, members and the communities we serve. We provide excellent service to members, build long-lasting relationships built on trust and understanding, and treat our colleagues in the same way. It doesn’t matter who you are or what you do, we all act as role models and celebrate our cultural principles.

We provide our people with a fantastic benefits package including:

• 27 days annual leave + bank holidays (rising with length of service).
• An annual company bonus scheme.
• Private Medical Insurance.
• Life Insurance.
• Structured learning and development with support towards obtaining professional qualifications that are relevant to your job.
• Gym Allowance/Access to Office Gym.

Salary starting from £34,000, dependant upon experience.