Office Manager

2 weeks ago

East Grinstead, West Sussex, United Kingdom AET Flexible Space Full time £25,000 - £40,000 per year

About AET Flexible Space

AET Flexible Space is a UK-based manufacturer with over 30 years of market leadership in underfloor air conditioning (UfAC) — delivering innovative, sustainable HVAC solutions for the future of commercial buildings.

We're a good bunch here at AET — supportive, collaborative, and always ready to help each other out in the office. Everyone works together toward the same goal, and we take pride in maintaining a positive, team-focused culture.

This is an exciting opportunity to join us as Office Manager on a 12-month maternity cover contract. You'll play a key role in keeping the office running smoothly while being part of a friendly team that values initiative, teamwork, and making a real contribution to the business.

Role Description

The Office Manager will oversee the day-to-day administrative operations of the office, ensuring efficiency, smooth workflow, and a supportive environment for staff. This role requires strong organisational, leadership, and communication skills to manage office resources, processes, and personnel effectively.

Role & Responsibilities

Office Management & Administration

→ Oversee general office operations to ensure a tidy and organised environment.

→ Manage incoming and outgoing post, including tenant mail.

→ Coordinate office maintenance and liaise with service providers for repairs as needed or as reported by tenants.

→ Manage and coordinate the central tracker, capturing all upcoming facilities and office-related deadlines, communicating these with the relevant team members.

→ Act as the first responder for general enquiries via the company's phone system IVR.

→ Maintain office supplies, equipment and support the AET HR Manager with the provision of equipment for new starters and rolling out replacement equipment as needed.

→ Operate as the point of contact for the onsite building tenants, ensuring issues are managed and resolved swiftly and supporting with office space changes and lease renewals.

→ Serve as the primary point of contact for IT issues and asset management, working in coordination with the outsourced IT team.

→ Provide meeting room setup for external visitors and interviews, ensuring parking spaces are available and providing a warm welcome.

Health & Safety

→ Weekly Fire Alarm testing assisted by another colleague

→ Completion of client PQQ's and maintenance of the company's safety accreditations (Safe Contractor, Avetta and Constructionline). Full training will be provided.

HR & Staff Engagement

→ Support the AET HR Manager by coordinating internal staff initiatives, including organising lunches, team events, Allstar Award venues and wellness activities.

→ Manage birthday celebrations by ordering cakes, circulating birthday cards, and monitoring key staff events.

→ Support the AET HR Manager in coordinating Length of Service celebrations.

Qualifications & Experience

Experience

→ Proven experience (1–2 years) in office administration or management.

→ Familiarity with office software (Microsoft Office Suite)

→ Experience coordinating events, meetings, or travel arrangements.

Skills & Competencies

→ Excellent organisational and multitasking abilities.

→ Strong communication and interpersonal skills.

→ Leadership, decision-making, and problem-solving capabilities.

→ Attention to detail and a proactive approach to office management.

→ Ability to work independently and as part of a team.

Compensation

→ Salary dependent on experience.

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