Office Manager

London (Greater)
22 Dec 2016
25 Jan 2017
Job Title
Office Manager
Industry Sector
Banking / Finance, Legal, Other
Contract Type
Full Time

Office Manager Positition at Langham Hall 

Duties and Responsibilities:

  • Facilities/Office
  • Manage, train and support the Operations Assistant and Receptionist
  • Responsibility for maintaining all third party contractor relationships
  • Responsibility for ensuring sufficient Fire Marshalls and First Aiders are available and have been provided with the relevant level of training
  • Responsibility for  the facilities management in London
  • Regularly benchmarking current supply contracts
  • Responsibility for preparing annual office budget and quarterly forecasts  as well as monitoring actuals versus budgeted
  • Ensure the office operating manual is maintained
  • Responsibility for ensuring adherence to current  health and safety regulations in the office to ensure we are compliant and maintaining the appropriate registers
  • Keep up to date with current regulation and best practices and  ensure staff policies and procedures are compliant
  • Responsibility for carrying out Visual Display Unit (VDU) and  Display Screen Equipment (DSE ) assessments and ensure any follow up action required is resolved promptly
  • Manage the annual renewal process for all  liability, office, and other insurances required
  • Management of rates appeals (if applicable)
  • Familiarise yourself with our lease and ensure that we comply with the terms
  • Coordinate maintenance / building management takes place when needed
  • Liaise with building manager and managing agent to resolve maintenance issues relating to the premises and help build a good working relationship with all parties
  • Maintain office plants and investigate options for this to be contracted out   
  • Order Corporate Secretarial plaque’s as requested
  • When required, order new office furniture and co-ordinate setup
  • Coordinate office desking and any seating moves required
  • Responsibility for company business cards
  • Provide cover for team absences
  • Coordinate new starter inductions in regard to office related information
  • Undertake ad hoc projects as required (e.g. office moves, fit outs, sourcing/reviewing suppliers)
  • Organise and coordinate company events, including but not limited to the summer event, the annual Christmas Party, Senior Management offsite and monthly drinks
  • Sublet
  • Managerial oversight of the sublet and communication with the tenants
  • Business Continuity
  • Responsible for  the development and testing of the disaster recovery / business continuity plan for the business
  • In addition to the duties listed above, the individual may be requested to perform other ad hoc duties or projects as requested and as experience is gained.
  • Technical Knowledge / Skills Required
  • Direct experience in a professional services firm would be advantageous
  • Ability to work in a small company environment with focused, hardworking individuals
  • Ability to effectively organise own time, prioritising work and meeting deadlines
  • Ability to take initiative where required and ownership of all projects
  • High level of Health and Safety experience, with particular focus on VDU and DSE assessments
  • Strong communication skills