Office Manager

Full responsibility for day‑to‑day office and standalone HR management, handling both routine and complex employee matters. End‑to‑end employee lifecycle management, including onboarding, probation reviews, maternity processes, disciplinaries, redundancies, and terminations.

Drafting and issuing offer letters and employment contracts and ensuring all new starters are fully inducted. Conducting DBS checks and Right to Work checks in line with UK legislation and compliance requirements. Maintaining and updating company policies in line with employment law and communicating changes effectively to staff. Issue self‑certification forms to staff returning from sick leave and conduct return‑to‑work interviews. Managing all exit interviews, collecting feedback and reporting findings to line management and the Board of Directors.

Actively supporting recruitment activities, including managing terms of business, candidate sourcing, shortlisting, and interviewing. Acting as Level 1 User and Authorising Officer for Sponsorship Licences, assigning Certificates of Sponsorship to overseas workers. Managing training and e‑learning for new and existing employees, maintaining the training matrix/platform and coordinating funding. Sitting in disciplinary and gross misconduct meetings to act as an impartial person and record meeting notes.

Working closely with the Fleet department to onboard new starters requiring vehicles – completing license checks and passing on the relevant information to the Fleet Coordinator. Mental Health First Aid support – acting as a 'go to' person when issues arise, providing day‑to‑day HR support if any issues are raised. Keeping in touch with staff with long‑term absences, ensuring clear communication throughout and passing any feedback onto line management. Liaising with the external HR solicitor on any complex HR issues. Ensuring new starters are informed on the 'Wisdom' app – the EAP programme.

Finance Support

Assisting with monthly payroll in collaboration with the Finance Controller, including processing agency timesheets and payments (EEBS). Chasing line managers to ensure expenses have been approved within deadline. Ensuring absences, including sick absences, have been recorded properly – issuing fit notes to payroll. Coordinating with Accounts team on leases for new offices, setting out deposits, notice periods, cost, and location. Ensuring all yearly confirmation statements issued by external accountants have been signed and saved in relevant folder on Datto. Saving all leases and agreements in relevant folders.

Compliance and Accreditations

Overseeing annual renewal of company accreditations (CHAS, ISO, Constructionline, NFRC, Cyber Essentials). Managing annual renewal of company insurances. Completing all Pre‑Qualification Questionnaires (PQQs) and onboarding processes for subcontractors and updating the PQQ matrix. Assisting the external tender management team on any documents they require. Managing ISO renewal throughout the year with external consultant. Managing and updating the Health and Safety Audit tracker, ensuring they have been submitted monthly.

General Office Administration

Coordinating PAT testing, fire extinguisher service, and other statutory servicing across office locations. Actively contributing to Senior Management Team meetings, raising departmental risks, issues, and improvement opportunities. Organising company events, including team‑building activities, networking events, and annual functions. Day‑to‑day office management and operational support. Ordering office supplies, ordering stock and ensuring office is well equipped. Answering incoming calls on the landline telephone, and directing the calls where relevant. Monitoring the Head Office and General Enquiries inbox. Liaising daily with IT company on equipment set‑ups, deliveries to the other offices, and creating new starter forms and leavers form. Ordering the staff equipment, setting up replacements if equipment is damaged. Liaising with the Landlords of the other offices if any issues arise (e.g. boiler issues).

Training

Issuing training to new starters (Asbestos Awareness, Manual Handling, Working at Height, First Aid and any other relevant courses). Send out refresher training for any expired training courses. Set up CITB funding and training grants. Organise external training (e.g. SMSTS, PASMA, TWTC, NVQ's). Coordinate in team's diaries on booking in training to ensure there is cover on site, and have clear communication with line management on training dates.

Requirements

10 years' experience in Office management (at least 3 in a construction company). Microsoft Office suite, including Outlook and Excel skills. Strong line management skills. Strong confidence in IT systems.