Office and EA Manager - 12 Month Contract

Office and EA Manager - 12 Month Contract - West End

Client Details

Our client is an international Executive Search firm

Description

Our client is an international professional services firm looking to recruit an Office and EA Manager to cover a 12 month contract. Covering management of Front Office Services, management of Office Operations and overseeing a team of approximately 40 EAs. Your duties included:

Management of Front Office Services duties:

• Understand the needs of the Front Office - maintaining the quality and presentation of meeting rooms and kitchens
• Line Manager to 2 Receptionists and 2 Front Office/Facilities Assistant
• Ensure that there is cover for Reception during the working day and during holiday and sickness, organising rotas and supporting the team when needed
• Responsible for the costs of maintaining the quality of the front office
• Regularly review processes, make suggestions and implement new procedures for the team
• Ensure the team is aware of all client events taking place, check the correct rooms are booked, room logistics planned, inform building security about evening events.

Day to day Management of Office Operations

• Manage relationships and contracts with suppliers, review and negotiate new contracts, approve all incoming supplier invoices
• Directly manage the Facility Assistant who carries out duties such as stationery ordering and distribution, grocery ordering, basic maintenance tasks etc
• Work closely with HR on any employees having health issues which may require work station assessment or special equipment
• Manage costs to meet business needs
• Work closely with the Building Security team regarding employee access cards, visitor passes, contractor access
• Attend regular building management meeting, ensure any relevant messages/notices are communicated onto the staff, organise fire drills etc
• Responsible for the office security - review security processes and procedures, make staff aware of any changes
• Point of contact for all maintenance issues (air conditioning and water leaks to electrical failure, etc)
• Responsible for any internal office moves, desk moves
• Communicate closely with HR and IT regarding any new joiners, ensuring profiles are set up, desks and offices are ready, updates all documents
• Responsible to organise and manage all office re-configurations projects
• Keep documents such as Phone list, floor plans etc up to day and distribute to staff regularly
• Health and Safety - ensure Fire Risk Assessment, PAT Testing and fire extinguisher certificates are all up to date; ensure emergency exits they are kept clear
• Make sure all areas of the office are presentable and make changes when necessary
• Be part of adhoc office related projects

Oversee the EA community

Profile

The idea candidate for this role will have:

• Have previously worked as an Office Manager
• Have previously managed staff
• Be able to commit to a 12 month contract
• Excellent time management, organisational skills and multi tasking skills
• Calm under pressure
• Excellent communication and interpersonal skills confident communicating at all levels
• Good team player

Job Offer

On offer is a salary of £55,000 (pro rata) + bonus and fantastic benefits package