Office Manager

4 days ago

Slough, United Kingdom Mane Contract Services Full time

Mane are looking for an experienced Office Manager with Contract support skills to join their client assisting in managing and co ordinating the Marketing Team and managing sub contractors.

The role shall include but not limited to obtaining quotes, coordinating vendors, stock check, order receiving, and ultimately ensuring the Data Center and office spaces remain operational.


Daily routine supports CMI on site including.

Patrol admin area at least once a day

Managing cleaner and cleaning schedule

Managing of invoices, POs and sending quotations to the client (with technical support of the FM Manager)

Managing employee schedules

Managing CMI delivery: Fruit, Milk etc.

Taking inventory of office supplies

Helping establish and maintain office procedures

Assisting senior management team when needed

Excellent written and verbal communication

Support CMI customer visit, e.g.: setup meeting room, coordinate with cleaner.

Handle incoming calls, faxes & e-mails relating to client maintenance work requests and response to customer inquiries.

Maintain data accuracy in call logging tool through contact validation.

Manage time and workload to meet predetermined service levels.

Accurate documentation of calls and cases and update in database.

Assist Manager to prepare monthly reports.

Initiate the problem management workflow process, identity areas of process improvement and update customers on the progress of jobs.

Ensure appropriate process standards are met and maintained.

Responsible for daily office administration duties, including but not limited to procurement of office supplies and consumables, maintenance and renewal of office equipment & contracts.

Provide daily administrative support including records keeping, documents filing, etc.

Assist in company events, datacentre visitors touring and staff activities arrangement.

Handle ad hoc duties as assigned.

Administration duties including minute taking, arranging meeting rooms, preparing PowerPoint presentations, Excel and Word documents.

Reconcile all payments due/received from all third-party providers incurred from data centre operation.

Arranging and participating in meetings, conferences, and team activities, whenever necessary.

Maintaining registers and client information database in accordance with internal compliance requirements.

Document proofreading

Organizing files.

Receiving guests and arrange the catering events.

Maintaining holiday and sickness records for property managing staff.

Diary management and general team support.

Coding invoices and escalate any areas of concern to Data Centre Asset Manager.

Actively communicate with the IDC, MEP, FM (Security, cleaning and administration) team and CMI staff and provide fast and quality response regarding the raised concerns and needs and ensure the solution implementation.

Answering the telephone for the team as and when required, involves dealing with client/supplier queries, providing information, taking messages and fielding calls where appropriate.

Other general team support work for MEP, IDC, Security teams and CMI staff, which will include Induct and organise relevant training for new coming staff.

Being a direct liaison point for the whole team in the completion of routine and unplanned tasks.

Bookkeeping - keeping a schedule of expenses related to daily operation of the data centre organizing invoices and arranging payment of bills.

Raising of contractor Pos and closing out invoices

Formatting weekly and month PowerPoint presentations with the support of the MEP manager/ Head of Datacentre’s.uk

Chasing MEP contractors for documentation, RAMS etc


Source and procure the required items and services (handyman, gardener, porter, caterer, locksmith etc.).

deal with paperwork and some computer work.

other office support tasks depending on the operational and administration needs.

Support the other works assigned by the office manager.

General office duties including scanning, filing and other tasks as may be necessary to support the effective operation of the service.

Liaise with security team and send, receive and keep a registration record in a required format of the parcels and packages.

supplier liaison

Produce weekly office consumable and expense report in the required format


Requirements:

Can do Attitude

Appropriate qualifications as per country specific education system.

Minimum 3 years of relevant experience in Admin operation

Ability to solve problem and work independently in changing and multi-tasking environment with numerous deadlines.

Strong PC literacy and proven ability to manage daily activities using various systems.

Ability to influence and coordinate the efforts of other team members in support of events.

Good command in both written and spoken English. Fluent in Chinese is an advantage.

Proficiency in PC applications including MS Office Suite.


Working Hours:

Monday to Friday

5 days per week 08:00 to 17:00

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