Office Manager

Reporting to the Head of Office Administration, theOffice Manager oversees, manages and implements daily administrative tasks to ensure the business' operations run effectively and efficiently.

The ideal candidate will have at least 5 years administrative experience and can support in a variety of areas within our agency. This person also has the ability to understand the needs of our staff while being able to inspire employee engagement on a daily basis through special tasks and or events.

The Office Manager will also support in the execution of events and coordinate requirements for large meetings or conferences.

This person has the ability to prioritize and coordinate administrative services as it relates to office supplies, equipment, security and maintenance as well as basic administrative tasks to support the Team.

SALARY AND HOURS

• Monday to Friday
• 9am till 6pm or 8.30am till 5.30pm
• Salary £14.40 per hour ( equivalent to £30k pder annum )
• Temp to perm role
• Very close to transport links, 2 minute walk from tram stop
• Parking is subsidised and is £7 per day
• Based Media City M50

RESPONSIBILITIES

• Coordinate and perform all daily related tasks, meetings, interactions with third-party vendors and suppliers
• Prioritize and coordinate administrative services for the company as it relates to supplies, equipment, security and maintenance services.
• Oversee and coordinate administrative procedures and review, evaluate and help implement new procedures as required
• Oversee the maintenance & purchasing of equipment and supplies
• Understand the needs of employees, identifies opportunities for engagement and provides recommendations
• Manage employee cell phones as it relates to hardware, travel packs, and invoicing
• Responsible for all company credit card purchases
• Assist HR on Rewards program, new hire onboardings and departures
• Track employee vacation and personal days
• Monitor/ troubleshoot and liaise with employees on all matters related to payroll
• Manages and tracks vendor contract expiry dates / costs to ensure renewals are being processed and costs remain in-line with needs/ budget
• Update and maintain our internal intranet (Wiki)
• Review and update health and safety policies and ensure they're observed
• Check that data protection laws are being adhered to in relation to the storage of data, and review and update policies
• Assist finance in approval of vendor invoices
• Purchasing gift vouchers for employees birthdays
• Assist in project management as required
• Manage office desk bookings through our Matrix booking system, create reports
• Assist in Admin employee training and all aspects of employee engagement
• Manage inventory, including shipping and receiving
• Oversee and control the shipping and deliveries as it relates to staff
• Coordinate and organize company events
• Coordinate and plan for employee business travel / conferences such as accommodations, travel, dinners and expenses
• Creating Jira Vacation tickets
• Travel to conferences to assist throughout the conference. This includes overnights at hotel, often a Sun-Fri, a couple of times a year

REQUIREMENTS

• Previous office administration experience, or equivalent transferable skills
• University education, related training or equivalent experience
• Must have excellent communication and organizational skills as well as the ability to multitask
• Complete fluency in English, both written and spoken is essential
• Experience using MS applications and Jira would be an asset
• Effective project management skills
• Strong sense of initiative
• Strong understanding of business processes, operations, and organizational systems and structures
• Flexible, driven and team-oriented
• Ability to work under pressure, handle multiple tasks prioritize and meet tight deadlines
• Hard worker and a proactive problem solver - no job too big or small
• Professional with a friendly and positive disposition - Customer Service Oriented is a must
• Experience in events management is an asset