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Office Manager

1 month ago

Bicester, Oxfordshire, United Kingdom RED Engineering Design Full time

Office Manager - Bicester, Oxford

RED are an expanding international M&E consultancy, with a proven track record in low energy design, focused on providing excellent design solutions to clients.

Through our market leading technical expertise, we enable the world's digital infrastructure and develop the built environment whilst also helping clients realise ambitious plans for zero carbon-built environments. We cover the entire life cycle of any building project, with our broad capability offering saving our clients time, money, and effort. Our approach is centred around listening to our clients and interacting energetically with our fellow project stakeholders. We add value with our people, client service ethos, global delivery strategy, technical ability, and attitude.

We now seek an Office Manager to join our Bicester office.

Role Responsibilities

  • Manage the office in a manner that maintains an effective, efficient and professional working environment
  • Provide an exceptional meet and greet service at all times, welcoming visitors and clients
  • Handle all incoming telephone calls/enquiries promptly giving a warm, courteous welcome and using the agreed salutation. Take messages and forward in a timely manner where appropriate
  • Manage the meeting room and desk booking systems and process requests efficiently and professionally
  • Perform regular meeting room and waiting area checks throughout the day
  • Pre-book all visitors and non-RED guests with building reception as applicable for your local office
  • Formatting of letters, reports, minutes, and timely processing of general correspondence
  • Organising and storing of paperwork, documents and computer-based information on drives, One Drive, SharePoint and Teams channels
  • Dealing with incoming and outgoing mail, scanning and promptly issuing
  • Book couriers and receive packages for distribution
  • Delegated overflow admin support as required from wider admin team
  • Act as first point of contact for all office related issues i.e. maintenance, repairs, liaison with landlord, office alarms, pest control etc. Track and close out
  • Work closely with building management, tenants committee and external cleaning staff to oversee the day-to-day maintenance and management of the office
  • Management of office cleaning contract
  • Represent RED at meetings with landlord's managing agents and other tenants
  • Ordering of all office related purchases i.e. office furniture, IT equipment and stationery
  • Managing office welfare facilities – kitchen, consumables, catering etc.
  • Conduct office inductions and onboarding for all new starters, and offboarding of leavers in line with the company checklists
  • Arrange new security access cards for new joiners and terminate access for leavers as applicable to your local office
  • Manage local office H&S requirements working with RED's Head of Health, Safety and Security to ensure compliance at all times, including attendance at H&S committee meetings
  • Act as key point of contact for local H&S matters pertaining to the office including ensuring compliance of risk assessments, PPE, fire alarms, H&S and fire audits etc.
  • Assist in PPE stock control, ordering and distribution thereof
  • Management and organisation of CPD seminars and organisation of refreshments and catering as appropriate
  • Organise, set up and clear refreshments/catering when requested
  • Organising local office events i.e. lunches, dinners, external events, charity events, staff parties
  • Participate in the Social Committee, plan office social events and keep track of budget and spend
  • Supporting conference and client event management activities
  • Assisting with the smooth running of projects associated with the office i.e. new meeting room space; re organisation of office; building works etc
  • Participate in reviews of potential new office locations to comment on suitability for accommodating RED office management processes
  • Responsible for the upkeep of local Office Manager guide for your office which is the key reference point for other colleagues in your absence
  • Sourcing and management of suppliers liaising with the procurement team to ensure the supplier onboarding is adhered to
  • Raising and approving of purchase orders in relation to the office, aligning with the budget and company approval process
  • Support the budget process and efficiently and proactively track office spend against budget
  • Support QA compliance and document filing in line with company processes relevant to the office
  • Support Ethics and Risk compliance processes and preparation of necessary paperwork
  • SharePoint Champion for local office and admin team
  • Be responsible for, and manage local office Microsoft Teams channel in line with the company business data management policy
  • Maintenance of office quick sheets and reference documents on SharePoint
  • Maintain corporate credit card schedule and receipts and reconcile monthly
  • Administration of holiday entitlement for local team
  • Keep training log updated as required
  • Attend, participate and lead initiatives in the Office Manager monthly meetings, chairing on a rota basis
  • Take delegated responsibility for making domestic and international travel arrangements, preparation of itineraries and insurance documentation in line with the company travel policy
  • Managing the support inboxes and handling correspondence to all emails promptly
  • Support the RED Secondee Programme - coordinating the visits of secondees from other regions including attending monthly meetings; arranging accommodation and travel; supporting day to day whilst they are in country etc
  • Holiday cover for other admin team members i.e. helping to cover other Office Manager's in their absence​
  • Ad hoc admin support tasks, including becoming an Admin Champion for a specific area​

Role Requirements

  • Oxford office is set in a rural location – car required
  • Full time position in the office 5 days a week
  • Minimum 3 years previous Office Management experience
  • Previous experience working within an international organisation preferable, desirably within a consultancy environment
  • Proven experience of fostering a good office environment while closely working with counterparts in other office locations
  • Fire Marshall trained desirable (training will be provided)
  • First Aid trained desirable (training will be provided)
  • Mental Health First Aider trained desirable (training will be provided)
  • Trustworthy, with a mature approach to tasks and the ability to maintain confidential information
  • Possess exemplary time management, multi-tasking, detail-oriented and organisational skills while able to work independently
  • Ability to prioritise own workload
  • Accuracy/excellent attention to detail
  • Hour's flexibility (able to carry out overtime at short notice)
  • Excellent interpersonal and communication skills both written and oral
  • Proven experience of operating in a structured and process orientated environment
  • Pragmatic and flexible approach to tasks
  • Competent in research aspects and presenting findings
  • Adept at problem-solving, including being able to identify issues and resolve in a timely manner
  • Ability to communicate clearly, both written and orally
  • Excellent team player
  • Excellent knowledge of Microsoft Office 365 suite including Word; PowerPoint; Excel; Outlook; Teams (essential)
  • Knowledge of DocuSign (desirable)
  • Good understanding of business operations of a global consultancy Excellent team player
  • Background in consulting or construction preferred

Benefits

RED offers a variety of benefits, including but not limited to:

  • 23 days annual leave rising to 28 days annual leave over 5 years' service
  • Holiday purchase and buy back scheme
  • Hybrid Working
  • Contributory company pension scheme
  • Healthcare Scheme via salary sacrifice (Company funded cover is dependant on level)
  • Non-contractual bonus awards
  • Training sponsorship
  • Charity volunteering leave
  • Wellness days/ initiatives.
  • Salary commensurate with experience.
  • Our people work in friendly teams with a collaborative approach and mentoring support from talented leaders.
  • We offer a comprehensive benefits package and are an equal opportunities employer.

*This role will ideally suit those with the right to live & work in the UK without restrictions, as we are unable to offer sponsorship at the present time.