Office Administration Manager

1 month ago

London Area, United Kingdom Espire Infolabs Full time

Espire is hiring for Manager- Office operations for London office.

job location: London UK ( Hybrid work)

role Type: Permanent


job details:


Manager- Office operations (UK)

The Office Operations Manager will manage day to day administration functions to ensure that there is overall coordinated work and execution of tasks that will lead to improved overall personal and professional productivity in UK/EMEA operations. The role will work closely with the leadership team to safeguard and augment the efficiency of the organisation’s administrative functions, ensuring compliance with core financial controls and values.

Area of work:

·Design, develop, plan, coordinate and implement various administrative processes and systems related to office and asset management, insurance, travel management, cost management, safety and security, stock/inventory management, and system compliances by working closely with the regional and corporate management team.

·Compliances related to office administration, like drafting rental agreements, office lease agreements, property tax, insurances (people and property) etc. This would include managing lease for all other virtual offices in EMEA and NA.

·Monitor statutory compliance of the organization on timely basis and report the exceptions.

·Asset Management - Making assessment of asset requirement (computers, laptops, phones, office equipment, etc.), gathering specs and configuration, procurement process, configuration, handover, maintenance, and disposal. Ensuring all assets are tabulated, tagged and accounted for.

·Ensures a safe, secure, and well-maintained facility that meets environmental, health, and security standards. Oversee facilities services, maintenance, and repair of equipment.

·Planning, scheduling, identification and booking of venue/meeting room for training, workshop, client/internal meetings, interviews, town hall, office get-together and support in logistics, procurement of required materials and resources for the event.

·Making travel arrangements, flight and hotel booking for all employees in EMEA.

·Helping new employees (new to UK) to settle like help in renting, review their tenancy.

  • Working with the accounting and management teams to set budgets, monitor spending, and process payroll and other expenses.
  • Capturing all monthly expenses of local employees, verifying and sharing with corporate finance after approval of the competent authority
  • Vendor contract, renewal of contracts, AMC of contracts, bills verification, bills certification, follow up of bills and verifying and sharing with corporate finance after approval of the competent authority.

·Coordinating with local agency to maintain books, finalisation of accounts, balance sheets and filing IT returns. Work with auditors and external consultants for managing and filing Annual accounts, Corporation tax, Quarterly VAT etc.

·Manage banking operations for the UK/EMEA region.

·Assist in completing company information in tender forms, supplier registration forms, supporting in public sector RFPs identification and then submission.

·Supporting Sales Events - Logistics/kit, provisioning resources etc

·Develop, implement, and monitor operational systems and processes including analysis of key metrics.

·Ensure operations adhere to policies and regulations and standards.


Desired profile:

  • Should have worked in similar role in managing office operations preferably in IT services companies for 5-10 years.
  • Must have worked in UK/Europe region for 5+ years and knows local operations compliances. Should be very comfortable and have good knowledge of local laws and practices, compensation and benefits related aspects etc.
  • Ability to comprehend, interpret, and apply the appropriate sections of applicable laws, guidelines, regulations, ordinances, and policies.
  • Should have good understanding and knowledge of immigration/visa laws, right to work eligibility, GDPR guidelines.
  • Familiarity with budget planning and enforcement, human resources, and vendor and customer service procedures.
  • Should be capable of handling multiple requests, distribution of workload and execution of any assigned work within the defined time frame and schedule.
  • Should be good at relationship management (Internal – staff at all levels and External with vendor and service providers)
  • Strong problem solving, critical thinking, interpersonal, and verbal and written communication skills.
  • Excellent organizational skills and attention to detail.
  • Proficiency with computers, especially MS Office.
  • Coordination with Espire India Finance team and Third-party UK based accounting and tax firm for accounting and payment purposes.
  • Ensure all vendor invoices are marked to India Finance as well as UK Accounting firm.
  • Ensure any mail from govt authorities like HMRC is shared with India Finance as well as UK Accounting firm.
  • Make sure credit card statements along with corresponding details of payments are shared with India Finance as well as UK Accounting firm.
  • Dealing with banks as and when deems necessary.

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