TEMPORARY OFFICE MANAGER - 3 MONTHS FTC

My client, a City based Technology firm, are seeking an Office Manager to join their busy team on an initial 3 month FTC

The role

The Office Manager helps to reduce time spent by staff on day-to-day operational and administrative tasks while also ensuring the office is appropriately organised as a high-quality working environment for all staff.

Key responsibilities and tasks include (but are not limited to):

Primary point of contact- Act as the primary contact for, and have primary responsibility for, ensuring all operational services within the London office are being managed and provided

appropriately, working closely with the central business services teams which have overall

responsibility for the operational management of the firm across all offices. The role holder will

also be expected to assist with ad hoc issues and projects that arise.

Facilities Management- Responsibility for overseeing all aspects of facilities management

including confidential waste, office cleaning and building maintenance services, office furniture

repairs/replacements, fire safety, and security access control.

Office moves/space planning- Coordinating and managing internal and external office moves

and re-configurations, working alongside the Partners and Senior Staff with regard to all aspects

of space planning and office fit-out activities, including overseeing fit-out works, liaising with

building management and all contractors involved in build/fit-out works.

Human Resources- The role holder will work alongside the central HR team with new joiner

and leaver processes and may be required to provide support in relation to handling confidential

employee relations issues, such as performance, attendance, sickness, behaviour and internal

grievances of the PA team.

Finance- Act as a liaison/point of contact for the global finance team, ensuring financial

processes, information and tasks relating to fee earner activities are completed effectively

(including billing, time recording, reviewing and chasing unpaid bills). This role should also

ensure local expenses and invoices are managed effectively.

Firm operations- Assisting the Senior Staff with ad hoc operational project support as and

when the need arises, for example: testing and implementing new internal processes, technology

and software.

Risk & compliance- Providing support to fee earners in relation to risk and compliance

processes e.g. engagement letters and internal file-opening procedures.

Front of House- Responsibility for the management of Front of House. Ensuring that Front of

House services provided by the PA team, such as management of the meeting rooms and

reception, are efficient, effective and consistent with the high standards of the firm.

Responsibility for coordinating and managing client events hosted in the office.

Management of local suppliers and contractors - Responsibility for the procurement and

management of local suppliers including building and facilities contracts, office supplies, taxis,

couriers, printing, catering, travel agency and any Business Process Outsourcing (BPO) / Legal

Process Outsourcing (LPO), invoice approvals and payment processing.

Health & Safety - acting as Health & Safety Officer for the London office, managing DSE

workstation assessments, conducting regular risk assessments and ensuring compliance with

relevant workplace legislative health & safety regulations, acting as Fire Marshall and ensuring

necessary evacuation procedures are in place.