We have an exciting opportunity for an Office Manager to join our Facilities Team in Leicester.
An Office Manager is responsible for both overseeing and carrying out the day-to-day operations of the office environment, ensuring that it operates smoothly, safely and cost-effectively. As well as providing a professional, friendly and efficient reception service to clients and colleagues, Office Managers are team players with a strong work ethic who possess excellent communication, organisational, leadership and problem-solving skills.
Duties and Responsibilities
Day-to-Day tasks
As an Office Manager, your job role can vary, ranging from maintaining policies and procedures, monitoring office supplies, reception work, facilities management and completing administrative tasks. Day-to-day duties include:
- Monitoring and ordering office supplies and stationery, furniture, first aid equipment, appliances and electronics as required;
- Taking responsibility for post, franking and DX services for the office location and assisting with post and courier deliveries;
- Taking responsibility for the day-to-day upkeep and maintenance of the office, including carrying out routine checks, arranging repairs, troubleshooting minor issues and ensuring all office areas are maintained to a high standard;
- Taking on data responsibilities, including GDPR and off-site secure storage;
- Management of day-to-day on-site reception staff including lunch and holiday cover rotas;
- Overseeing building projects, renovations and refurbishments;
- Managing facilities contracts and providers for services such as parking, cleaning, security and catering, whilst monitoring service standards and ensuring issues are resolved promptly;
- Supporting the firm to achieve goals and credentials such as ISO standards and carbon emission targets;
- Greeting clients and liaising with the relevant person;
- Answering the telephone and transferring calls promptly and professionally;
- Assisting with meeting room bookings and maintaining digital booking systems;
- Providing general administrative support;
- Arranging archiving collections and retrievals;
- Undertaking routine facilities and maintenance tasks;
- Maintain the presentation, cleanliness and organisation of the office, including kitchens, meeting rooms, breakout spaces, storage areas and reception;
- Undertaking any other duties as reasonably required.
Health and Safety tasks
It is the responsibility of the Office Manager to support Health and Safety management at Howes Percival by undertaking the following duties and responsibilities:
- Ensuring the office meets government regulations and environmental, health and safety standards;
- Taking responsibility for fire risk assessments, extinguisher maintenance and fire drills for the location;
- Acting as a Health and Safety representative for the office location;
- Conduct and document weekly and monthly premises inspections, taking corrective action where required and escalating issues appropriately;
- Managing contractors whilst on-site and ensuring they comply with relevant health and safety requirements;
- Providing health and safety awareness training to new starters at the location;
- Conducting weekly fire alarm checks;
- Ensuring appropriate first aid and fire marshal provision; and
- Taking responsibility for ensuring fire safety compliance within the office.
Technical Competencies
- Proficiency with Microsoft Office, with the ability to support others;
- Excellent verbal and written communication skills;
- Ability to define problems, collect data and draw valid conclusions;
- Experience with office equipment, facilities management and office procedures;
- Solid understanding of Health and Safety principles and fire risk assessments;
- An innovative approach with the ability to use creativity and initiative; and
- Strong reliability, organisational skills and discretion.
Although there are no fixed entry requirements to become an Office Manager, we are looking for someone with a good standard of general education, including GCSE English and Maths at Grade C/4 or above.
