Global Office Manager

An exciting opportunity has arisen for an Office Manager to join a prestigious global communications firm, headquartered in Knutsford.

As the primary point of contact for all employee, visitor, and facility inquiries, you'll play a vital role in maintaining an efficient, safe, and legally compliant working environment across the Global Offices. Additionally, you'll collaborate closely with a travel management company to oversee and coordinate all international travel bookings.

Responsibilities include:

Office admin duties​​​​​​

• Managing office facilities and ensuring effective daily operations
• Serving as the primary contact for employee facility queries
• Coordinating access passes with IT and building management, while maintaining detailed logs
• Assisting with meeting arrangements and conducting office inductions for new employees
• Overseeing office supplies, including procurement, inventory management, and replenishment
• Assisting with office events 

Facilities Management and Health & Safety

• Line managing other Office Managers and providing support to the US Office Administrator
• Overseeing office leases, including negotiation and renewal processes
• Managing building maintenance services on an annual or monthly basis, such as boiler maintenance, window cleaning, PAT testing, and lift testing
• Maintaining relationships with suppliers and contractors, including contract renewal and budget management
• Updating the Global Office maintenance tracking spreadsheet regularly and ensuring compliance with health and safety guidelines, risk assessments

Travel

• Managing and maintaining the relationship and contract with the external travel management company
• Ensuring employee traveler profiles are up-to-date on the travel management systems portal
• Booking all internal travel, including flights, trains, hotels, and taxis, while handling invoice approval

Additional responsibilities

• Managing and renewing all global business insurances
• Providing support for Environmental, Social, and Governance initiatives across the Global Offices in collaboration with the compliance team
• Organising employee gifts, digital birthday cards, and long service awards, while maintaining trackers for these initiatives

Person specification: 

• Demonstrated experience in facilities management, ideally in a similar role
• Strong communication and interpersonal skills, both written and verbal
• Excellent organisational abilities with meticulous attention to detail
• Proficiency in Microsoft Word and Excel, with intermediate skills
• Professional demeanour with well-spoken and polished presentation
• Numeracy and IT proficiency
• Ability to manage workload effectively and prioritise tasks
• Reliability and punctuality in meeting deadlines
• Proactive and efficient approach to tasks
• Solution-focused mindset with the ability to take initiative

Salary for this role is up to £35,000 plus benefits. This is a hybrid role, 3 days in the office 2 from home. 

If you thrive in a dynamic, people-centric environment and seek a role that offers both challenge and recognition for your contributions, we encourage you to apply.

Lily Shippen’s business support team are experts in recruiting top secretarial, office administration and business support talent, including Personal Assistants, Executive Assistants, Private PAs and Office Managers, on a temporary, permanent and fixed-term contract basis. We work with clients across the United Kingdom, from our offices in London and Manchester, as well as servicing international and remote roles.