Office Manager

at  Empire Careers

THE ROLE:

The Office Manager reports to the Directors and the Group Administration Manager and works collaboratively with the administration team and liaises extensively with the team.
The Office Manager will ensure the smooth running of office operations for our three office locations, whilst working across all aspects of the company to ensure maximum efficiency. The Office Manager will manage the day-to-day business activities of the company and the Directors. They will be responsible for overseeing various administrative tasks, managing office systems, and providing support to the Directors and other team members as needed.

KEY RESPONSIBILITIES:

• Professionally manage the day-today business activities of the Directors to include providing management of the Directors busy and complex schedule, coordinating meetings with internal and external contacts, preparing and tracking expenses and organising travel arrangements.
• Ensure the business daily operations and functions run smoothly and efficiently to include implementation and maintenance of office and operation procedures, process improvements, stocktaking and management, budgets and training processes.
• General Office Duties: Perform general administrative tasks such as answering phones, ordering office supplies, and maintaining office equipment and environment.
• Facilities Management: Coordinate office maintenance, repairs, and renovations as needed. Ensure the office environment is clean, organised, and conducive to productivity.
• Financial Administration: Assist with financial administration tasks such as ordering and invoicing, managing petty cash, and reconciling credit card expenses, reporting to the Finance Manager and Group Administration
• HR Support: Provide support to the HR function, including assisting with recruitment processes, onboarding new employees, and maintaining employee records. Manage schedules for probation and PRCs.
• Event Coordination: Assist in planning and coordinating company events, meetings, and conferences, including booking venues, arranging catering, and coordinating logistics.
• Health and Safety Compliance: Ensure compliance with health and safety regulations, maintain relevant documentation, and implement appropriate measures to promote a safe working Maintain records for QMS and SMS policies.
• Executive Support: Provide administrative support to Directors as required, including drafting documents, preparing presentations, and conducting research.
• Special Projects: Undertake special projects and initiatives as assigned by Directors, demonstrating flexibility and a willingness to take on new challenges.
• Prepare and commence meetings: prepare meeting rooms and tidy following meetings. Schedule and start zoom and teams’ meetings.