Office Manager
Job Type : Permanent, Full Time
Salary : £28000 – £34000/annum
Office Manager – Bishops Stortford
Salary : £28000-£34000 DOE
Hours: Monday -Friday 8.45 am – 5.00pm
The role:
Office Manager to oversee all day-to-day office operations and administrative support to ensure the office runs smoothly and efficiently.
Will include procurement, facilities maintenance, and vendor management. The responsibilities will include coordinating with internal and external parties to provide general administrative support, handling the procurement of office services, equipment, and supplies, and maintaining Health and Safety.
Reception Duties
Meet and greet external visitors and sign them into company system
Answer phone calls for Manufacturing site and other site in Bishops Stortford, direct appropriately or take messages
Accept deliveries and distribute them accordingly in the office
Contact person for all facility related issues / concerns / repairs for follow up and action
* Facilities Management
Arrange for regular maintenance of equipment and internal systems
Operate and manage waste management processes and contracts
Manage contracted housekeeping staff by coordinating with the agency
Check rooms and furniture to identify needs for repairs and ensure minor malfunctions in office equipment are fixed by coordinating directly with relevant departments/vendors
Keep meeting room and reception area stocked and tidy
Maintain stock of office equipment & kitchen supplies
Handle fob activations for entry into the office
Maintain normal working of EV charging units and coordinate with vendor in case of any maintenance required
Renewal of annual maintenance contracts and action service reports including PAT testing, plumbing
Possible need to be available on-call after business hours and respond to emergency situations as necessary
Procurement
Ensure that consumables and sundry purchases are ordered and delivered on time. Generate and maintain the purchase orders and vendor contracts
Follow up with suppliers on invoice discrepancies and non-conformances
Conduct market research and compare costs and benefits when evaluating new vendors
Health & Safety
Ensure a safe, secure, and well-maintained facility that meets environmental, health, and security standards
Conduct new employee inductions at the office
Arrange relevant fire marshal and first aid training for onsite employees
Conduct fire alarm roll calls
Liaise with property management company on communal areas
Provide internal H&S quarterly audit report
Administrative
Organize travel arrangements for overseas colleagues and customers to include visa applications
Consolidate office expenses and invoices, authorize them and send them across for recharging accordingly
Collate and provide monthly sales bullet report
Provide weekly movement sheet and distribute to various locations
Reconcile petty cash monthly and send the details to Finance
Keep track of regular and ad-hoc facility expenses
* Essential
* Excellent English communication skills
* Minimum 2-3 years of experience in a similar role
* Strong knowledge of facilities management operations, purchasing, vendor negotiations, project management
* Ability to use Microsoft Office
* Effective communication (both verbal and written) at all levels
More Information
- Address Bishops Stortford, Hertfordshire
