The Office Manager will undertake overall office management responsibilities and provide business management support to the Manchester office management team. The role will also include some front of house, administrative and personal assistant duties for the Office Director and the Divisional Manager. The Office Manager will organise and supervise all of the administrative activities that facilitate the smooth running of the office and will be responsible for administering our management procedures to comply with our quality, environmental, Information security and health and safety accreditation.
First point of contact with landlord to ensure that offices comply with regulations
Reporting of faults and services required
Monitoring and checking of cleaning and other services and advising of future requirements
Liaison with other suppliers as required
Lead contact for office H & S Audits (internal and external)
Assist and ensure compliance with Integrated Management Systems (IMS)
Ensure Corporate Social Responsibility (CSR) records are up to date
Responsible for the day to day operation of the reception area within Manchester office
Present a professional image of Mott MacDonald Limited (MML) both in person and on the telephone
Be first point of contact for visitors entering the office
Ensure that all visitors, external and internal are met and have appropriate passes and fire and emergency instructions
Responsible for servicing meeting rooms including bookings, ordering lunches, arranging refreshments, preparation of rooms and clearing rooms to ensure cleanliness at all times
Responsible for the day to day operation of the office within the Manchester office
PA support to Divisional Director and Office Director including diary & confidential matter
Office Administration Services
Arrange hot desk allocations as required
Ordering of all office consumables through suppliers
Responsible for ensuring office photocopiers are stocked each day
Responsible for ensuring that facilities are fully stocked
Responsible for all internal and external postal duties
Ensure relevant sickness documentation for office is received and sent to HR.
Provide support for office on all Microsoft (MS) Office suite as requested.
Provide report support for the division as required.
Arrange events and forums as required
Assist with hotel and travel bookings
Arrange parking space and assist with arranging pool and hire car bookings
Arrange parking spaces as required
Timesheet management and amendments as required
Assisting Accountant/s with all financial duties including but not limited to the following:
Supporting month end close-down.
Posting of monthly payroll entries.
Posting of monthly journal entries.
Processing journal transfers/Inter-Entity Trading (IET) agreements.
Logging purchase orders/job codes, etc.
Expenses management as required.
You will have the following relevant experience, qualifications and attributes:
- Proven experience in a relevant similar role of office manager
- Well organized and efficient with excellent coordination and planning skills and attention to detail
- A professional and courteous manner, to colleagues and clients, in person and in all communications
- Good communication and interpersonal skills; able to work well with staff at all levels towards a common goal
- Flexible attitude to undertake a wide range of tasks within the office
- Ability to use own initiative
- Ability to maintain confidentiality, impartiality and discretion
- Computer literate, excellent knowledge in Microsoft Word and Excel, PowerPoint and other MS software and packages