Office Manager UK

3 weeks ago

Manchester, United Kingdom Raisin Full time
Team

The Office Manager is a key role within the organization, responsible for ensuring the efficient and effective operation of the office. This position involves managing a wide range of administrative and operational tasks, maintaining a productive office environment, and supporting both management and staff. The Office Manager also plays a crucial role in contract negotiations with vendors and service providers, ensuring favorable terms that align with the company’s needs and budget.

Your Responsibilities

This part-time position requires a commitment of 20 to 25 hours per week.

Office Administration:

  • Oversee daily office operations, ensuring that all administrative functions are executed efficiently and effectively.
    • 3 days in the office.
  • Manage office supplies inventory, ordering materials as needed, and ensuring that office equipment is properly maintained.
  • Coordinate office maintenance and repairs with vendors and service providers.
  • Develop and enforce office policies and procedures, ensuring compliance with company standards.

Front Desk Management:

  • Greet visitors, answer and direct phone calls, and manage incoming and outgoing mail and deliveries.
  • Provide general support to visitors, ensuring a positive and professional experience.
  • Handle inquiries from clients, vendors, and other external parties in a courteous manner.

Meeting and Event Coordination:

  • Schedule, organize, and prepare materials for meetings, conferences, and company events.
  • Arrange catering, set up meeting rooms, and coordinate logistics for events and meetings.
  • Ensure that meeting rooms are well-equipped, clean, and ready for use.

Financial Administration:

  • Assist with budget management, including tracking office-related expenses and preparing expense reports.
  • Liaise with the finance department to process invoices, manage petty cash.
  • Support the preparation and coordination of financial documents as needed.

Contract Negotiation and Vendor Management:

  • Lead contract negotiations with vendors, service providers, and contractors, ensuring favorable terms and conditions.
  • Evaluate proposals, compare offers, and make recommendations based on cost, quality, and service.
  • Manage and maintain relationships with vendors, ensuring that services and products are delivered as agreed.
  • Monitor and review contracts regularly to ensure compliance (audits etc.) and renew or renegotiate terms as necessary.

Human Resources Support:

  • Assist with onboarding new employees, including preparing workspaces, coordinating IT setup, and conducting office tours.

Communication and Coordination:

  • Serve as a liaison between management and staff, facilitating communication across departments.
  • Coordinate and communicate with external vendors, service providers, and contractors.
  • Maintain internal communication platforms and ensure that important information is shared effectively.

Office Environment and Culture:

  • Promote a positive office culture by organizing social activities, maintaining a clean and welcoming office space, and encouraging collaboration.
  • Ensure health and safety standards are met, including managing emergency procedures and office security.
  • Foster an inclusive, respectful, and professional workplace environment.
Your Profile
  • Excellent organizational and multitasking abilities.
  • Strong communication skills, both written and verbal.
  • Proficiency in office software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office equipment.
  • High level of attention to detail and problem-solving skills.
  • Ability to work independently and as part of a team.
  • Strong negotiation skills, with the ability to secure favorable terms and manage vendor relationships effectively.
  • Interpersonal skills and a positive and proactive attitude.
  • Ability to handle sensitive information with discretion.

Additional Requirements:

  • Ability to manage multiple priorities in a fast-paced environment.
  • Flexibility to adapt to changing needs and demands of the office.
  • Commitment to continuous improvement and professional development.
Join our mission, join our team - and grow with us

At Raisin, we care about each other and it is one of our top priorities to foster an open and caring environment in which everyone feels welcome and comfortable. Our culture is strongly driven by our ambitious team, who are at the heart of our success.

As part of the Raisin UK team, you benefit from:

  • Employee Development Budget of £1,700 and 4 full training days per year.
  • Access to Babbel for continuous learning.
  • Always hungry? Breakfast, snacks, daily fresh fruit and drinks are at your disposal around the clock.
  • We offer 28 days + Bank Holidays of holiday a year.
  • One day birthday leave and gift voucher to celebrate your birthday.
  • We offer you a company stakeholder pension with a minimum employer contribution of 5%.
  • The opportunity to experience our annual retreats in exciting European cities and other team building events.

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