Office Manager

3 weeks ago

England, United Kingdom DMH Stallard LLP Full time

The firm

DMH Stallard has approximately 370 partners and staff spread across six locations in London and the South East. The Gatwick office consist of two building across the road from each other, with approximately 160 partners and staff supported by the Office Manager and two Office Services Assistants. The typical hours covered by the team are 08:30-17:30.

The department

JOB PURPOSE:

  • To provide an effective, efficient and professional service to the Gatwick office covering (but not limited to) reception and office services support, facilities management and limited IT support.
  • To manage the Gatwick Reception & Office Services Team in delivering the above to partners, staff and clients.
  • To support the IT function in delivering services to the office.
  • To represent the firm at tenant meetings as structured by our landlords. To raise appropriate operational issues and to protect the firm’s interest.
  • To be the specific Health & Safety coordinator for the office.
  • To implement, as requested by the Head of Office Operations, agreed Health & Safety and Equality Act Policy requirements.
  • Undertake projects as set out by the Head of Office Operations & Office Operations Manager.
  • To play a part in managing the firm’s Business Continuity & Information Security procedures and policies.

RESPONSIBILIITIES & DUTIES:

  • Meeting, greeting, and signing in visitors.
  • Making and providing refreshments for client meetings and visitors. Assisting with the provision of lunches and beverages for client events.
  • Help to organise internal events including liaising with event organiser, booking food, dealing with menus & dietary needs and event responsibilities.
  • Setting up meeting rooms for training and meetings, including arranging the furniture, setting up computers/laptops (including wireless laptops), conference phones and projectors.
  • Collecting, sorting, and distributing of incoming and outgoing post (Royal Mail, couriers). Dealing with franking machine usage and credit limits.
  • To ensure the multi-function devices (printer/copiers) are properly maintained including resolving user issues and engineer call outs.
  • To carry out various manual handling duties e.g., files, boxes, furniture, and ad hoc items.
  • Ordering of supplies and stationery from relevant companies
  • Being responsible for the office archiving/retrieval of records in accordance with firm procedures which includes liaising with other office and external archiving sites for file and deeds retrieval.
  • Accurately maintain firm’s wills, deeds, and archives database.
  • Support and work with the IT team by undertaking and owning on the ground IT issues. Such things as, but not limited to, coordinating/resolving office printer/copier issues, dealing with video and telephone conference set up queries, and PC set up and fixes.
  • To be the coordinator on Health & Safety matters relating to the office. To work with the Head of Office Operations and other Office Managers in the implementation of the firm’s Health & Safety policies and procedures. This to include working with the Head of Office Operations & Office Operations Manager to maintain the firm’s Health & Safety accreditations.
  • Assisting with inductions/health and safety tours/fire monitor duties etc.
  • To work with contractors/agents/landlord/trusted advisors and the DMH Stallard Premises team to ensure the firm’s premises are safe, secure, and well maintained.
  • To produce ad-hoc management information as agreed by the Head of Office Operations and to undertake agreed tasks and projects set by the Head of Office Operations, as and when required.
  • Monitor and police the standard of cleaning at the premises taking corrective/proactive action as appropriate.
  • To represent the firm at tenant meetings as structured by our landlords. To raise appropriate operational issues and to protect the firm’s interest.
  • To undertake monthly building checks identifying any maintenance issues and taking appropriate action in conjunction with appointed handyman/contractors/managing agents/landlord, referring as required to the Head of Office Operations. This will also include ensuring the contractors are adhering to the maintenance regime for the premises.

Other information

KNOWLEDGE, SKILLS & EXPERIENCE REQUIRED:

  • Experience in an office services, reception, and facilities role preferably in a professional firm.
  • Committed to delivering high levels of customer service and client care in a professional environment.
  • Good working knowledge of Microsoft Word, Excel, PowerPoint, Outlook, and Internet Explorer.
  • Previous managerial experience in an office environment.
  • IOSH qualification desirable.
  • Effective communication skills and ability to communicate with people on all levels.
  • An organised approach to problem solving, considering the needs of the business and good decision-making skills.
  • Strong leadership and team working skills.
  • Committed to delivering high levels of customer service and client care in a professional environment.
  • A flexible and adaptable approach to work to ensure business requirements are met including a hands on approach as required.
  • Ability to be patient, understanding and helpful in a busy and pressured environment.

Benefits:

  • 25 days holiday (of which 3.5 are taken during the Christmas period), plus Birthday holiday, plus Bank Holidays.
  • Life Assurance
  • Private Healthcare
  • Employee Assistance Programme
  • Sodexo Discounts
  • Pension Scheme
  • Interest free season ticket loans
  • Cycle to work scheme
  • Discounts on Legal work
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