Site Surveying Services Ltd is seeking an organised, proactive and highly motivated Office & Operations Manager to oversee the day-to-day operations of the business. This is a varied and hands-on role responsible for ensuring the efficient running of the office, supporting project delivery, maintaining company compliance, managing the vehicle fleet, leading the administration team and driving continuous improvement across the business.
The successful candidate will be a confident communicator with excellent organisational skills, capable of managing multiple priorities while maintaining high standards of professionalism, efficiency and customer service.
Key Responsibilities
Office & Operations Management
- Lead the day-to-day operation of the office, ensuring efficient workflows and high administrative standards.
- Develop, review and improve office procedures and systems to increase efficiency and support business growth.
- Take ownership of the company's document management system, ensuring accurate filing, version control and accessibility of contracts, permits and project documentation.
- Manage office facilities, equipment, supplies and company assets, ensuring appropriate stock levels and cost-effective purchasing.
- Prepare meeting agendas and business documentation as required.
- Work alongside the Finance Manager to manage office insurance policies and ensure adequate levels of cover are maintained.
- Monitor & control office expenditure and identify opportunities to improve efficiency and reduce operating costs.
- Support the Directors with business administration and operational planning.
Leadership & Team Management
- Lead, motivate and develop the administrative team, promoting a positive and professional working environment.
- Allocate workloads, set priorities and ensure administrative support is delivered effectively across the business.
- Monitor individual and team performance, providing coaching and support where required.
- Identify training and development opportunities to enhance team capability.
- Drive a culture of accountability, continuous improvement and excellent customer service.
Fleet Management
- Take full ownership of the company vehicle fleet, ensuring vehicles remain safe, compliant and operational.
- Manage the procurement, leasing and disposal of company vehicles to meet business requirements.
- Coordinate servicing, MOTs, inspections, repairs and maintenance to maximise vehicle availability and minimise downtime.
- Maintain accurate fleet records, including maintenance schedules, inspections, licences and registrations.
- Work with the Finance Manager to manage fleet insurance policies and ensure adequate coverage is maintained.
- Manage vehicle incidents, insurance claims and investigations, implementing preventative measures where appropriate.
- Carry out regular vehicle inspections to ensure company standards are maintained.
- Monitor completion of weekly vehicle checks and ensure accurate records are maintained.
- Review fleet performance and identify opportunities to improve efficiency and reduce operating costs.
Project Coordination
- Support Project Managers with project planning, scheduling and resource coordination.
- Assist with project administration, documentation and reporting.
- Identify potential operational issues and escalate risks where appropriate.
- Help ensure projects are delivered efficiently and in line with company standards.
Communication & Stakeholder Management
- Act as a key point of contact for clients, suppliers, contractors and internal teams alongside the Survey Manager.
- Manage incoming enquiries, correspondence and office communications, ensuring timely responses.
- Coordinate meetings, site visits and management diaries.
- Oversee the booking of accommodation and travel arrangements, ensuring costs remain within agreed budgets.
- Build and maintain positive working relationships with clients, suppliers and external partners.
Human Resources
- Lead the onboarding process for all new employees, ensuring a professional and efficient experience.
- Manage employee records in accordance with GDPR and company policies.
- Act as the primary liaison with the company's external HR provider.
- Coordinate recruitment activities, including interview scheduling, reference checks and pre-employment documentation.
- Support managers in handling employee relations matters, ensuring all issues are managed fairly and in line with current employment legislation.
- Coordinate probation reviews and maintain employee training records.
- Ensure all new starters receive contracts, PPE, workwear, equipment, company vehicles (where applicable), IT equipment and office access before their first day.
- Deliver company inductions and ensure all mandatory documentation has been completed before employees commence site work.
Compliance, Health & Safety
- Take ownership of office compliance, ensuring adherence to company policies, legal requirements and industry best practice.
- Maintain Health & Safety documentation, including Risk Assessments, Method Statements and compliance records.
- Monitor company certifications, licences, inspections and statutory requirements, ensuring renewals are completed on time.
- Organise and deliver regular Toolbox Talks with support from the Survey Manager
- Identify compliance risks and implement corrective actions where required.
- Support internal and external audits by maintaining accurate and accessible documentation.
Client Relations
- Deliver a professional and responsive customer experience at all times.
- Handle client enquiries, complaints and issues promptly, seeking effective resolutions.
- Support the Survey Manager in maintaining regular communication with clients throughout project delivery.
- Ensure client documentation, records and correspondence are maintained accurately.
- Contribute to developing long-term client relationships through excellent service and communication.
Success in the Role
Success will be measured by:
- Efficient day-to-day operation of the business and office.
- High standards of compliance across all areas of the company.
- A well-managed fleet with minimal downtime and strong cost control.
- Effective leadership and development of the administration team.
- Continuous improvement of business processes and operational efficiency.
- Positive onboarding experiences for new employees.
- Accurate administration and document management.
- Strong support for project delivery and high levels of client satisfaction.
Essential Skills & Experience
- Previous experience in an Office Manager or similar leadership role.
- Excellent organisational and time management skills.
- Strong leadership and people management experience.
- Excellent written and verbal communication skills.
- Experience managing multiple priorities in a fast-paced environment.
- Strong IT skills
- Experience working with confidential information.
- Knowledge of Health & Safety and compliance requirements.
- Full UK Driving Licence.
Desirable Skills & Experience
- Previous experience within the construction, surveying or engineering sectors.
- Fleet management experience.
- HR administration or recruitment experience.
- Experience using CRM, project management or document management systems.
Pay: Up to £35,000.00 per year
Benefits:
- Casual dress
- Company events
- Company pension
- Free parking
- On-site parking
Ability to commute/relocate:
- Clitheroe, Lancashire: reliably commute or plan to relocate before starting work (required)
Language:
Licence/Certification:
- UK Drivers Licence (required)
Work Location: In person
