Office Manager

Description:

We have a current opportunity for a Office Manager on a contract basis. The position will be based in central London.

Working Pattern: Expectation is 4 days in the office a week - 1 at home.

Contract duration: 12 months +

This is likely to be outside of IR35.

First point of contact to internal and external customers and office visitors, the office manager must be able to represent the team appropriately, assisting visitors with office requirements etc.
Lead and manage all the external interfaces for the office (e.g., building contractors, IT provider, Security provider, Landlord, Cleaning company, Facilities Provider, Utilities companies etc.).
Manage the lease and office contracts to ensure compliance with the office budget and contract obligations. Manage all relevant invoice approvals. Ensure that the office budget tracker is kept up to date and accurate.
Lead on ensuring the office is compliant with the relevant legislations and regulations (e.g., HSE, fire etc.). Knowledge of site and procedures.
Manage new joiners process and support onboarding/ deboarding:
include new joiners to mailing distribution lists
delete leavers from mailing distribution lists
consult with IT for SharePoint access
add new joiner in org chart/ delete leaver from org chart/ maintain org chart
local induction
Responsibility for managing access control and associated procedures to ensure that only those persons who are authorised are afforded access to the building and/or office space. This individual's role should include, but not be limited to:
Development of an access control (including visitor) policy and security policy.
Issuing and management of key fobs.
Issuing of visitors passes.
Building and office space induction.
Liaise with the building manager on any security or access control related matters.
Liaise with the business security manager.
Health and Safety:
Fire warden duties
First aiders duties and organse first aid training as required
First point of contact for office accidents, ill health and near misses, support in incident management adhering to the JV processes
Review and update Health and Safety procedures and reports
Supporting the completion of Ad-hoc risk assessments
Liaise with the business HSE manager.
General office administration and management support.
Support comms team with project messaging
Maintain Governance & holiday calendar
Manage office space for the team including availability of desks for visitors.
Ensure all areas are compliant with relevant policies and procedures, and where appropriate, actively contribute to continuous improvement programmes.
Other ad hoc administrative duties eg: sourcing and booking meeting rooms, ordering stationery and catering.
Event / meeting coordination (as required):
Set up and manage a range of conference meetings.
Organise events/ meetings hosted by Management Team and arranging relevant facilities and logistics.

Key Attributes

Self-starter
Ability to operate calmly under pressure and manage competing priorities.
Strong networking and influencing capability; Excellent interpersonal, and organisational skills.
Strong communication skills (oral/written)
An understanding of continuous improvement
Enthusiastic, committed and determined.
High level of initiative, motivation and energy.
Willingness to roll up sleeves and take ownership.
Ability to lead by example.
Ability to engage all levels of the origination and establish credibility with peers, group leaders, and senior executives; team player exhibiting high levels of inclusive behavior; Excellent cross-culture sensitivity/ awareness; Ability to work in a multilingual and multicultural environment.General Experience

Knowledge and understanding of the health and safety relevant to the office inc. Fire, First Aid DSE, and Accident reporting.
Demonstrable ability to work independently and as part of a team.
A general awareness of workplace services and operations
Good IT skills and ability to use application-based software.
Experience in a hospitality background.
First aid and Fire warden trained (desirable)

For further information about this position please apply.

Our role in supporting diversity and inclusion
As an international workforce business, we are committed to sourcing personnel that reflects the diversity and values of our client base but also that of Orion Group. We welcome the wide range of experiences and viewpoints that potential workers bring to our business and our clients, including those based on nationality, gender, culture, educational and professional backgrounds, race, ethnicity, sexual orientation, gender identity and expression, disability, and age differences, job classification and religion. In our inclusive workplace, regardless of your employment status as staff or contract, everyone is assured the right of equitable, fair and respectful treatment