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Office Manager

2 months ago

London UK, UK, United Kingdom TheHRhub Full time

This exciting new position will require you to be the lynchpin of the office where you will be responsible for supporting all employees with a mix of office and people operations, ensuring the right environment (office and culture) is in place for people to thrive at our rapidly growing business.


This role will be a full-time position, which requires you to be in the office five days a week.


KEY TASKS & RESPONSIBILITIES :


Office Management:

  • Ensure the office is a productive and welcoming workplace for colleagues and guests
  • Manage day-to-day operational issues such as staff access, kitchen facilities and supplies, stationery
  • Be responsible for regular safety and security processes, such as fire alarm tests and evacuation drills
  • Provide the first point of contact for the landlord on issues relating to building management and service suppliers
  • Ongoing and periodic maintenance of the space - procuring suppliers, managing their work
  • Support significant meetings - catering, refreshments, IT, meeting supplies
  • Maintain inventory of equipment, stationery supplies and keys
  • Carrying out monthly Health and Safety risk assessments
  • Carrying out ad hoc risk assessments for travel and events


People Operations:

  • Onboarding: Liaising with HR partner on employee contract execution; requesting all IT equipment for new starters; ensuring right-to-work documentation;
  • Communications: Manage regular Company updates to ensure they are consistent, relevant and inclusive; Create and manage general company events to support teamwork and inclusivity e.g Christmas/Summer/ other; Communicate effectively with the wider team to ensure awareness of People/HR events/ actions
  • People processes & systems: Maintain employee records and directories; Manage all HR documents for new or existing staff as required; Keep the HR system (BreatheHR) up to date; Monitor holidays
  • Pay & Benefits: Liaising with the Finance team to ensure payroll is administered correctly each month; Administration of any employee benefits e.g liaising with the Finance team plus Pension providers


General Team Assistance:

  • Initial troubleshooting of IT issues - with escalation support from third-party IT specialist
  • Maintain directories and shared resources for the business
  • Manage HR system
  • Manage on-boarding and off-boarding processes, such as IT equipment, liaison with payroll
  • Assist with team travel as and when needed
  • Responsible for arranging any internal office moves
  • Organise the office layout and equipment and liaise with IT department when required


Knowledge, skills and experience:


  • Experience in Busy Office Environments: Proven experience working in fast-moving office settings, particularly in a similar managerial or administrative role.
  • Process Implementation: Skilled in implementing new processes and ensuring that best practices are consistently followed throughout the office.
  • Attention to Detail: A diligent individual with a strong focus on completing tasks accurately and on time.
  • Patience and Resilience: Capable of staying calm and effective under pressure, with a determined and resilient attitude in challenging situations.
  • Strong Numeracy Skills: Competent in handling numbers, with the ability to manage budgets, analyse data, and perform calculations.
  • Effective Communication & Relationship Building: Strong communication skills, both verbal and written, with the ability to build and maintain good relationships at all levels. Emotionally mature and assertive in interactions.
  • Problem-Solving Ability: Practical in identifying problems and coming up with workable solutions, with an understanding of the office's operational needs.
  • Organised and Detail-Oriented: Naturally organised, with a talent for keeping things in order and ensuring that tasks are completed thoroughly and efficiently.
  • Proactive and Independent: Able to take initiative and work independently, driving tasks and projects forward without needing constant supervision.
  • Confident and Approachable: A confident and friendly individual who can communicate well with a wide range of people, both inside and outside the office, while remaining resilient when facing challenges.
  • Hardworking and Committed: Shows dedication to their role, with a strong work ethic and a commitment to doing the job well.
  • Comfortable in a Fast-Paced Environment: Highly organised and thrives in a busy, fast-paced environment, capable of handling multiple tasks and priorities at once.