Office Manager - 12 Months Contract

Purpose of the Role:
To take autonomous responsibility for the smooth, safe and efficient day-to-day running of the London office, while providing confidential administrative support to the wider Executive Management team when in office.
The role also owns the London office Health & Safety Assessment and General Risk Assessment, in liaison with the Group Health & Safety Lead, and supports the Head of UK Support with projects across the Group.

Key Responsibilities
Office Management
* Independently manage daily office operations, priorities and routine issues, escalating only material risks, expenditure or policy matters.
* Maintain a professional, welcoming, safe and well-organised office environment.
* Act as the main contact for building management, cleaning, IT support, contractors and service providers.
* Manage office supplies, kitchen provisions, maintenance and repairs, with appropriate cost control.
* Welcome visitors, manage the switchboard, post, couriers and deliveries, and allocate post accurately to the client database.
* Receive, sort and distribute incoming post promptly and accurately.
* Manage meeting rooms and arrange meetings, lunches and conferences, including meeting or board packs where required.
* Maintain London office credit card and petty cash records and submit monthly reports to Finance.
Health & Safety and Risk
* Own, maintain and regularly review the London office Health & Safety Assessment and General Risk Assessment.
* Record and follow up identified risks and actions, ensuring supporting documentation remains accurate and current.
* Liaise with the Group Health & Safety Lead and act as the local point of contact for Health & Safety matters.
* Monitor the office environment and working practices, coordinating corrective action and escalating significant concerns.
Executive Support
* Provide discreet and confidential administrative support to the Executive assistant of the Chairman and CEO, with ad hoc support to the Executive Management team when in office. Including diary coordination, meeting preparation, printing and board packs.
* Anticipate requirements and ensure documentation and logistical arrangements are prepared to a high standard.
Group Projects
* Participate in operational and business projects across the Group.
* Support the UK Support Team with project planning, coordination and delivery.
* Own agreed actions, coordinate documentation and meetings, provide progress updates and escalate risks or dependencies.
* Work collaboratively across teams and locations, remaining responsive to changing business priorities.
Experience and Competencies
* Proven experience of independently managing a busy professional office.
* Demonstrable ability to work autonomously, prioritise competing demands and make sound operational decisions.
* Experience of managing facilities, suppliers and workplace services.
* Practical experience of workplace Health & Safety, risk assessments or facilities compliance.
* Strong organisation, planning and time-management skills, with excellent attention to detail.
* A proactive, solutions-focused approach and the confidence to see issues through to resolution.
* Clear written and verbal communication, with the ability to work effectively with senior leaders and external providers.
* Discretion when handling confidential or sensitive information.
* Experience of supporting or coordinating business projects.
* High proficiency in Microsoft Word, Excel, PowerPoint and Outlook.
* A collaborative, flexible and professional approach.

Autonomy and Decision-Making
The candidate is expected to run routine London office operations independently, including prioritising work, coordinating suppliers and implementing practical improvements within agreed budgets, policies and authority levels.
Significant expenditure, material risk, policy changes or matters with wider business impact should be escalated. Health & Safety matters should be managed in consultation with the Group Health & Safety Lead

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