Office Manager

2 months ago

London, UK, United Kingdom NextEnergy Group Full time

THE ROLE

We have an exciting opportunity for an experienced, proactive, motivated Office Manager to ensure the smooth and efficient operation of the London office and to support our colleagues to do their best work there. This role serves as a central point of contact for employees, suppliers and clients, and is critical for maintaining an organised and professional work environment.

You will be based at our central London offices (Mayfair). This role requires experience in facilities/office management and requires strong organisational skills, superb communication across a variety of contexts and the ability to autonomously manage multiple tasks.


KEY RESPONSIBILITIES

Office Operations

  • Managing the day-to-day operations of the office, ensuring the overall efficiency of the workplace.
  • Welcome visitors and ensure they get the best from their time at the office
  • Answer the telephone and direct calls appropriately or take accurate messages
  • Manage meeting room bookings (including ‘shuffling’/reprioritising bookings when needed)
  • Order stationery and kitchen supplies
  • Maintain office files
  • Arrange training sessions
  • Arrange gifts
  • Track office-related expenses and assist with budgeting and purchasing processes
  • Expense reconciliation
  • Liaise with suppliers
  • Organise in-house events, including catering
  • Ensure office policies and procedures are followed and assist with the implementation of new systems and processes as needed
  • Knowledgeable about policies to carry out tasks in the correct manner
  • Knowledgeable about policies to be able to answer questions from colleagues
  • Coordinate with IT to resolve technical issues and ensure office equipment is functioning properly
  • Coordinate with building management to ensure the communal areas are functioning properly
  • Act as a central point of contact for office communications and ensure smooth information flow across teams and departments
  • Font of all knowledge about the area of the office
  • Handling sensitive information, confidential communications and situations with discretion and integrity
  • Ensuring the office space is safe and well-maintained, coordinating repairs and maintenance as necessary (some support is available from the Health & Safety Team)
  • Operationalising our commitment to sustainability.


The above is not an exhaustive list, and this role will require adaptability to the many tasks that are dealt with by the People Operations team.


SKILLS & COMPETENCIES

To be successful in this role, you will demonstrate:

  • Time management & prioritization skills - things can get a little hectic, so the ability to effectively manage yourself and your workload is critical
  • Excellent interpersonal and communication skills (in English and/or other European languages) - you must be able to organize your thoughts in a way that others find clear and compelling. You will be expected to together well-written, grammatically correct emails and other communications. When communicating verbally – whether over the phone, on video calls, in person or in meetings – you will need to be articulate, warm and engaging
  • Flexibility - being an effective team player means being flexible in your approach and open to getting involved with new things, even if they are not spelled out in your job description
  • Intellectual Curiosity – we are looking for someone who is truly interested in our profession and has the intellectual curiosity to delve deep into topics and bring fresh ideas into the team
  • IT Literacy - you need to be comfortable with IT systems and working with data (you should have at least intermediate-level excel)
  • Delivery focus – it may sound obvious, but the ability to proactively churn through work at pace and deliver quality outputs really matters
  • Strong critical thinking and problem-solving skills
  • Passion for our mission ‘to generate a more sustainable future by leading the transition to clean energy
  • Our values: be a leader, build trust, be responsible, be innovative and ‘bring your alpha’.


EXPERIENCE & QUALIFICATIONS

  • Significant recent experience autonomously managing a reasonably sized professional office environment (100pp+)
  • Be able to work autonomously
  • Aptitude for identifying issues, making decisions and implementing effective solutions
  • Positive attitude, with the ability to work collaboratively in a dynamic environment
  • Must be able to handle sensitive information with a high degree of confidentiality and professionalism
  • Excellent verbal and written communication skills; ability to interact professionally with employees, management, and clients
  • Ability to think proactively and solve problems independently, taking initiative to improve office processes
  • Proficiency with office software, such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management systems
  • Have the legal right to work in the UK.


WHAT WE OFFER

  • A busy role in a supportive team, with plenty of opportunities to learn
  • International scope – we operate in over 8 countries
  • 30 days’ holiday per year (3 of which are taken during the festive shutdown in December)
  • Private pension
  • BUPA Healthcare for you and qualifying dependents
  • Cycle to work and electric vehicle leasing schemes
  • Annual discretionary bonus.

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