Office Manager

at  Sodexo

LOCATION: ASCOT RACECOURSE, ASCOT, BERKSHIRE, SL5 7JX

Welcome to Ascot where tradition meets innovation and excitement is the heartbeat of our business. Ascot Racecourse and Sodexo Live! have been joint venture partners for over 16 years, providing outstanding Food and Beverage propositions and exceptional Guest Experience through our Raceday and Events business.
We work cross collaboratively with the Ascot Racecourse Ltd HR team and are actively involved in the Event staff reward and recognition working group meetings.
We are a destination for over 500,000 guests each year where passion, elegance, and celebration converge, and it is our team of behind-the-scenes heroes that bring every intricate detail to life.
Royal Ascot is seeking a proactive, and dedicated Office Manager to support our Catering Services Director and Managing Director of 1711. This pivotal role is essential in ensuring the smooth operation of our office and serves as a key link between 1711 and the broader Ascot business community. If you are committed to excellence and have a passion for collaboration in a dynamic environment, we want to hear from you!

• Manage general office procedures to ensure processes and duties in the office flow efficiently.
• Coordinate the diary activity of the MD and CSD to ensure appropriate representatives attend meetings, as required.
• Provide administrative support to the senior leadership team, producing collateral of the highest standard.
• Manage the office administration department coordinating with individual departments to make sure all operations run smoothly.
• Work collaboratively with all department leads to offer administrative support when required.
• Act as the gatekeeper within the 1711 MD and GM office; diary management and prioritisation.
• Answering incoming calls and scheduling appointments; Follow up on phone calls and contacts as appropriate.
• Books meeting rooms and manage the internal meeting room diary.
• Processes expenses and invoices, maintaining clear records.
• Files and archives accurate records
• Arranges travel and accommodation plans for CSD and MD
• Responsible for the office systems, databases, and procedures
• Compiles and presents weekly and monthly reports for the MD and CSD
• Provides admin support including presentations for the MD and CSD, as needed.
• Provides admin support for the 1711 by Ascot Board including the preparation of papers and minutes/actions.
• Management of the 1711 staff welfare group
• Communicates with clients and key stakeholders.
• Represents the business and portrays it in a positive light with customers and employees alike.
• Implementing and maintaining procedures, administrative systems and departmental information folders
• General administration duties that include maintaining printers, photocopiers and mail. Manage upkeep and allocation of office equipment, finally ensure the server tape is updated daily.