Office Manager / Executive Assistant

Description:

Office Manager for a major offshore wind project The UK

Responsibilities

Support t Project Management Office (PMO), contributing to operational efficiency and coordination
* Act as the first point of contact for internal and external stakeholders, ensuring a professional and welcoming office environment
* Lead and manage all external office interfaces, including contractors, IT providers, security, landlord, cleaning services, facilities, and utilities
* Oversee office lease agreements and supplier contracts, ensuring compliance with budget and contractual obligations
* Manage invoice approvals and maintain an accurate office budget tracker
* Ensure full compliance with relevant legislation and regulations (e.g., Health & Safety, fire safety), maintaining knowledge of site procedures
* Take ownership of office access control and security processes, including:
o Developing and maintaining access control and visitor policies
o Managing key fobs and visitor passes
o Conducting office and building inductions
o Liaising with building management
* Lead Health & Safety responsibilities, including:
o Acting as Fire Warden and First Aider
o Managing incident reporting (accidents, near misses, ill health)
o Coordinating first aid training and liaising with HSE team
* Manage onboarding and offboarding processes, including:
o Maintaining distribution lists and organisational charts
o Coordinating IT access (e.g., SharePoint)
o Delivering local inductions
* Oversee general office operations and administration, including:
o Managing office space and desk allocation
o Maintaining governance and holiday calendars
o Coordinating office supplies, catering, and facilities
o Booking and organizing staff events i.e Summer/ Xmas Parties /Team Building days.
* Provide dedicated administrative and coordination support to the Project Director and Deputy Director, ensuring effective prioritisation and time management
* Manage complex calendars, including scheduling meetings, resolving conflicts, and optimising executive availability
* Lead meeting and event coordination, including:
o Organising senior leadership and stakeholder meetings
o Booking meeting rooms, venues, and required facilities
o Coordinating logistics for conferences and management events
o Preparing agendas and supporting materials
* Take ownership of action tracking, ensuring:
o Key decisions and actions from meetings are recorded
o Follow-ups are monitored and completed within deadlines
* Act as a key liaison between leadership and internal/external stakeholders, ensuring clear and timely communication
Experience & Job Requirements

Experience of similar office manager roles previously
Interfaces / coordinates with Project team and external stakeholder