Office Manager

1 day ago

Milton Keynes, United Kingdom Europa Recruitment Full time
Job Description

Mission: As an essential member of the UK team, the Office Manager / PA collaborates closely with leadership to optimize resources, processes, and practices, enhancing operational efficiency and supporting all office functions across the business.


Key Responsibilities


  • Office Administration: Serve as the main point of contact for all office management needs. Handle reception duties, respond to calls and emails, and maintain a welcoming, professional office environment.
  • Logistics & Visitor Coordination: Manage logistics for incoming and outgoing deliveries, liaising with couriers to support internal requirements. Coordinate visitor access, including managing building entry permissions, handling NDAs, and ensuring smooth arrival procedures.
  • Executive Support: Provide administrative assistance to senior directors as needed, including arranging travel, handling visa requirements, coordinating travel insurance, and managing necessary documentation.
  • Financial Oversight: Manage petty cash, process company credit card expenses using Certify software, and work closely with finance to review and approve invoices, ensuring all expenses align with budget requirements.
  • Health, Safety, & Compliance: Act as the designated Fire Marshal, First Aid Warden, and QHSE (Quality, Health, Safety, Environment) representative. Conduct regular safety inspections, oversee emergency preparedness, and ensure full compliance with health and safety regulations.
  • Resource & Facility Management: Oversee the procurement of office supplies and maintain relationships with third-party providers for office-related services. Manage storage facilities and ensure all office equipment and facilities are in optimal condition.
  • Event and Project Coordination: Organize and support company events, coordinating administrative and logistical needs for both regular and one-off occasions, ensuring effective preparation and execution.
  • Process Optimization: Identify opportunities for improving administrative processes, enhancing workflows, and streamlining office operations to support a high-performing, efficient work environment.


Required Skills and Experience:


  • Strong Administrative Skills: Proven experience in handling diverse administrative tasks, including travel arrangements and complex scheduling. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Adobe software.
  • Financial Acumen: Familiarity with budget management, expense tracking, and invoice reconciliation, with the ability to review and question costs when necessary.
  • Health & Safety Knowledge: Background in workplace safety standards and practices, with the ability to conduct risk assessments and manage emergency response procedures.
  • Exceptional Communication: Excellent verbal and written communication skills, with the ability to present information clearly and collaborate effectively across teams.
  • Analytical & Problem-Solving Skills: A proactive thinker who can independently resolve issues, with a solutions-focused approach to improving office operations.
  • Adaptability & Resilience: Ability to stay organized and level-headed in a dynamic, fast-paced environment with competing priorities.
  • GDPR & Confidentiality Awareness: Understanding of data protection and confidentiality principles, ensuring secure and compliant handling of sensitive information.


Ideal Candidate Traits

  • Organized, proactive, and detail-oriented, with a hands-on approach to managing all aspects of office support.
  • A collaborative, team-oriented mindset with a drive to optimize workplace functions and support business goals.
  • Resilient and adaptable, able to handle evolving business needs and thrive under pressure.

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