Office Manager

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