ROLE RESPONSIBILITIES

• Manage the office in a manner that maintains an effective, efficient and professional working environment
• Provide an exceptional meet and greet service at all times, welcoming visitors and clients
• Handle all incoming telephone calls/enquiries promptly giving a warm, courteous welcome and using the agreed salutation. Take messages and forward in a timely manner where appropriate
• Manage the meeting room and desk booking systems and process requests efficiently and professionally
• Perform regular meeting room and waiting area checks throughout the day
• Pre-book all visitors and non-RED guests with building reception as applicable for your local office
• Formatting of letters, reports, minutes, and timely processing of general correspondence
• Organising and storing of paperwork, documents and computer-based information on drives, One Drive, SharePoint and Teams channels
• Dealing with incoming and outgoing mail, scanning and promptly issuing
• Book couriers and receive packages for distribution
• Delegated overflow admin support as required from wider admin team
• Act as first point of contact for all office related issues i.e. maintenance, repairs, liaison with landlord, office alarms, pest control etc. Track and close out
• Work closely with building management, tenants committee and external cleaning staff to oversee the day-to-day maintenance and management of the office
• Management of office cleaning contract
• Represent RED at meetings with landlord’s managing agents and other tenants
• Ordering of all office related purchases i.e. office furniture, IT equipment and stationery
• Managing office welfare facilities – kitchen, consumables, catering etc.
• Conduct office inductions and onboarding for all new starters, and offboarding of leavers in line with the company checklists
• Arrange new security access cards for new joiners and terminate access for leavers as applicable to your local office
• Manage local office H&S requirements working with RED’s Head of Health, Safety and Security to ensure compliance at all times, including attendance at H&S committee meetings
• Act as key point of contact for local H&S matters pertaining to the office including ensuring compliance of risk assessments, PPE, fire alarms, H&S and fire audits etc.
• Assist in PPE stock control, ordering and distribution thereof
• Management and organisation of CPD seminars and organisation of refreshments and catering as appropriate
• Organise, set up and clear refreshments/catering when requested
• Organising local office events i.e. lunches, dinners, external events, charity events, staff parties
• Participate in the Social Committee, plan office social events and keep track of budget and spend
• Supporting conference and client event management activities
• Assisting with the smooth running of projects associated with the office i.e. new meeting room space; re organisation of office; building works etc
• Participate in reviews of potential new office locations to comment on suitability for accommodating RED office management processes
• Responsible for the upkeep of local Office Manager guide for your office which is the key reference point for other colleagues in your absence
• Sourcing and management of suppliers liaising with the procurement team to ensure the supplier onboarding is adhered to
• Raising and approving of purchase orders in relation to the office, aligning with the budget and company approval process
• Support the budget process and efficiently and proactively track office spend against budget
• Support QA compliance and document filing in line with company processes relevant to the office
• Support Ethics and Risk compliance processes and preparation of necessary paperwork
• SharePoint Champion for local office and admin team
• Be responsible for, and manage local office Microsoft Teams channel in line with the company business data management policy
• Maintenance of office quick sheets and reference documents on SharePoint
• Maintain corporate credit card schedule and receipts and reconcile monthly
• Administration of holiday entitlement for local team
• Keep training log updated as required
• Attend, participate and lead initiatives in the Office Manager monthly meetings, chairing on a rota basis
• Take delegated responsibility for making domestic and international travel arrangements, preparation of itineraries and insurance documentation in line with the company travel policy
• Managing the support inboxes and handling correspondence to all emails promptly
• Support the RED Secondee Programme - coordinating the visits of secondees from other regions including attending monthly meetings; arranging accommodation and travel; supporting day to day whilst they are in country etc
• Holiday cover for other admin team members i.e. helping to cover other Office Manager’s in their absence
• Ad hoc admin support tasks, including becoming an Admin Champion for a specific area

ROLE REQUIREMENTS

• Oxford office is set in a rural location – car required
• Full time position in the office 5 days a week
• Minimum 3 years previous Office Management experience
• Previous experience working within an international organisation preferable, desirably within a consultancy environment
• Proven experience of fostering a good office environment while closely working with counterparts in other office locations
• Fire Marshall trained desirable (training will be provided)
• First Aid trained desirable (training will be provided)
• Mental Health First Aider trained desirable (training will be provided)
• Trustworthy, with a mature approach to tasks and the ability to maintain confidential information
• Possess exemplary time management, multi-tasking, detail-oriented and organisational skills while able to work independently
• Ability to prioritise own workload
• Accuracy/excellent attention to detail
• Hour’s flexibility (able to carry out overtime at short notice)
• Excellent interpersonal and communication skills both written and oral
• Proven experience of operating in a structured and process orientated environment
• Pragmatic and flexible approach to tasks
• Competent in research aspects and presenting findings
• Adept at problem-solving, including being able to identify issues and resolve in a timely manner
• Ability to communicate clearly, both written and orally
• Excellent team player
• Excellent knowledge of Microsoft Office 365 suite including Word; PowerPoint; Excel; Outlook; Teams (essential)
• Knowledge of DocuSign (desirable)
• Good understanding of business operations of a global consultancy Excellent team player
• Background in consulting or construction preferred