Job Title: Office Manager
Location: Central London, W1
Sector: Specialist Construction (External Envelope, Facades & Cladding)
1. Executive & Personal Support (PA)
- Strategic Diary & Inbox Management: Proactively manage the MD’s schedule, prioritising high-value tender deadlines, site visits, and client design reviews.
- High-Level Gatekeeping: Act as the professional first point of contact for main contractors, architects, and developers etc.
- Meeting Governance: Attend senior management meetings to record minutes, track complex action points across multiple projects, and ensure follow-through.
- Logistics & Travel: Coordinate complex travel arrangements for the MD and occasional project teams, including accommodation near active sites and logistics.
2. Office & Operations Management
- Facilities & Workspace: Oversee the daily operations of the head office, managing utilities, cleaning contracts, and IT infrastructure to ensure a "tender-ready" professional environment.
- Supply Chain Admin: Manage relationships with specialist suppliers and oversee the processing of purchase orders (POs) and invoices.
- Health & Safety Compliance: Maintain the company’s H&S records, ensuring RAMS (Risk Assessments and Method Statements) and insurances are up-to-date.
- Accreditation Management: Coordinate annual renewals for industry-critical certifications.
3. Sector-Specific Project Coordination
- Document Control: Manage the "Golden Thread" of information by filing technical drawings, cladding specifications, and fire safety records accurately within a digital common data environment via Procore.
- Tender & Bid Support: Collate documentation for Pre-Qualification Questionnaires (PQQs) and assist the pre-construction team in assembling bid packages.
- Workforce Compliance: Track site staff certifications, ensuring all operatives hold valid CSCS, SSSTS, or specialist leading-edge training for facade installation.
- Project Handover Support: Assist in the compilation of O&M (Operation & Maintenance) manuals and "As-Built" documentation for client handovers.
4. HR & Financial Administration
- Financial Oversight: Manage office budgets, process expenses, and assist with credit control by chasing outstanding payments from main contractors.
- Staff Onboarding: Facilitate the induction of new office and site-based staff, including the procurement of IT hardware, PPE, and company ID.
Person Specification
- Experience: 5+ years in a senior administrative role, with at least 2 years specifically within a construction or engineering environment.
- Cladding Knowledge: Familiarity with facade terminology (e.g., rainscreen, curtain walling, EWI) and current fire safety regulations is highly advantageous.
- Tech-Savvy: Advanced proficiency in Google Workspace and MS Office 365 and familiarity with construction project management software Procore.
- Attributes: High level of discretion for sensitive project data, exceptional organisational "flow," and a proactive approach to troubleshooting
Job Type: Full-time
Pay: £30,000.00-£45,000.00 per year
Work Location: Hybrid remote in London W1U
