Office Manager

Overview:

We are seeking a proactive and highly organised Office Manager to ensure the smooth operation of our London office and on-site facilities. This role is pivotal in maintaining a professional and safe working environment for all employees and visitors. The ideal candidate will take charge of all office management duties while also being the point of contact for health and safety matters, including coordinating with external vendors and ensuring compliance with relevant regulations.

Key Responsibilities:

• Serve as the primary liaison with the building landlord, their agents and service providers. Ensure the office environment is well-maintained, safe and presents a professional image.
• Identify and resolve any facility-related issues promptly, coordinating maintenance or repairs as necessary.
• Manage supplier contracts, including those for cleaning, stationery and other office services. Procure new vendors as needed, negotiate favorable terms and ensure quality service delivery.
• Maintain and monitor an organised inventory of office and on-site supplies (stationery, snacks etc), proactively replenishing stock to ensure availability of essential items.
• Manage incoming and outgoing mail, including coordinating courier pick-ups and deliveries. Ensure timely distribution of mail to relevant recipients.
• Collaborate with the IT department to set up workstations and other office equipment for new employees. Issue office passes and create a welcoming environment for new hires.
• Ensure meeting rooms are equipped and set up for large meetings and conferences. Collaborate with IT to troubleshoot any technical issues with conferencing equipment.
• Responsible for office Health and Safety. Organise insurance and act as the primary point of contact for external bodies such as insurers, environmental health, fire department etc.
• Act as a coordinating point of contact for third party Health and Safest vendors. Work with site managers to ensure health and safety audits and risk assessment are conducted.  Ensure risks are documented and shared with the relevant stakeholders so that the necessary actions are taken to mitigate or minimise any risk of injury. Review all Risk Assessments annually to ensure they remain fit for purpose.
• Ensure Health and Safety policies are current to ensure compliance. Conduct routine inspections to ensure first aid boxes are stocked, fire extinguishers are maintained, and other safety equipment is operational.
• Implement an Accident Reporting process to ensure that all accidents and near misses are reported, tracked and reviewed regularly.
• Assist in budgeting and managing office-related expenses, ensuring cost-effectiveness and financial efficiency.
• Handle any special projects or events, coordinating logistics to ensure successful execution.

Qualifications and Skills:

• A minimum of 5 years of experience in office management.
• Strong knowledge of health and safety regulations and best practices. A health and safety qualification such as NEBOSH (preferred) or other safety-related qualifications such as IOSH is highly desirable.
•  A self-motivated, enthusiastic individual with a 'can do' attitude, capable of building strong working relationships at all levels within the organisation.
• Exceptional organizational skills, with the ability to manage multiple priorities and maintain attention to detail in a fast-paced environment.
• Strong interpersonal and communication skills, both written and verbal, with the ability to negotiate effectively with vendors.
• Budget management experience, with a track record of maintaining financial control over office expenditures.
• Tech-savvy, with a basic understanding of IT equipment and software.
• Problem-solving mindset with the ability to handle unexpected challenges swiftly and effectively.
• Experience in coordinating events or managing special projects is a plus.