Office Manager

iRecruit Partners Ltd ,
Hook, Hampshire
More Details
Job Type: Full-time
Salary: £30,000 per annum

Overview

iRecruit Partners are representing a firm in Hook who are seeking an Office Manager. Job Purpose You’ll ensure the smooth running of the office on a day-to-day basis through developing, implementing and improving company procedures. You’ll be responsible for creating and maintaining a pleasant working environment, ensuring high levels of effectiveness, communication and safety. The Office Manager must be techsavvy as they are the first point of contact for IT queries (they do have a separate IT support company), but the Office Manager will be responsible for setting up laptops, liaising with IT suppliers, mobile phone contracts etc. Previous experience of managing facilities is advantageous. K ey Responsibilities Reception • Ensures all visitors receive a warm welcome and a positive, professional impression of the agency • Manages the switchboard by receiving and routing incoming calls, taking messages and fielding unwanted calls • Manages the meeting room diaries, ensuring meeting rooms are fully functional, effectively utilised and always meet our high standards in terms of presentation and functionality • Takes full responsibility for maintaining the positive appearance of the entire office space, with focus on kitchen and storage areas and proactively resolves maintenance issues in a timely fashion • Co-ordinates incoming and outgoing mail, including magazine subscriptions • Arranges couriers and books taxis for internal and external clients using company nominated suppliers. Office Administration • Proactively supports the teams with scanning coverage, binding coverage documents and presentations, assembling press packs and assisting with client event preparations. • Keeps a good stock of office supplies including stationery and refreshments ensuring an accurate record of stock is maintained. • Supports the sales and marketing department with ad-hoc projects such as mailings, datamining and event planning. • End to end management and co-ordination of internal events, such as staff parties, social events, and company updates Facilities Management • Pro-actively manages all major supplier contracts, including identifying and qualifying suppliers, maintaining relationships with account managers, ensuring service level agreements are adhered to and managing the renewal process • Leads the health and safety committee to ensure Whiteoaks maintain a safe and healthy working environment and relevant guidelines are positively implemented • Manages the fleet of company cars, taking action when contracts are due to be renewed and maintaining impeccable records of licence checks, servicing history, maintenance and repairs, and insurances • Takes responsibility for all new starter equipment, from setting up laptops and email groups, lockers and new starter packs to acting as a point of contact during their first weeks of appointment • Manages the relationship with their nominated IT supplier, ensuring that calls are appropriately prioritised, and action taken in accordance with our service level agreements. • Controls the purchasing, issuing, maintaining and replacement of key assets such as mobile phones, IT and office equipment • Maintains just in time stock of all office consumables and in line with budgets Behavioural Competencies • Values and consistently delivers a high quality and innovative service to all customers, colleagues and peers, recognises and rewards outstanding performance within the agency • Commercially aware • Acts with integrity and demonstrates sound moral and ethical principles that align with our values. • Works as a team by encouraging cooperation, collaboration and partnerships with colleagues, clients, peers and team and shares knowledge, skills and expertise with colleagues • Is straightforward, communicates honestly and frankly and ensures interactions with clients, colleagues and peers is clear and consultative • Builds trust with clients, colleagues and peers through sound decision-making and by sharing knowledge and skills in area of expertise • Is responsive to often multiple requests from clients, colleagues and peers by reacting quickly and positively. Takes initiative to make improvements and deliver results • Demonstrates commitment and accountability through dedication to clients, peers and colleagues. Seeks to identify problems, and recommends best solutions • Supports and positively encourages clients, colleagues and peers to achieve individual, team and company goals

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