Office Manager - London, United Kingdom - Simpson Judge Ltd

Simpson Judge Ltd
Simpson Judge Ltd
Verified Company
London, United Kingdom

1 week ago

Tom O´Connor

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Tom O´Connor

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Description

The Office Manager proactively provides administrative and organizational support to the Corporate Office and HR Team and works collaboratively by supporting various projects and reporting requirements.


KEY RESPONSIBILITIES
*Review, update and manage calendar schedules for Executive(s) confirming attendees, managing agendas and logistics for meetings. Providing accurate minutes of these meetings and tracking actions.
*Ensure the timely preparation and delivery of all briefing information for all meetings.
*Act as a liaison between the Corporate office and personnel at the regional sites in a professional and timely manner.
*Travel: Coordinate travel arrangements for the Corporate Office team and external visitors, to include visas and in country travel and accommodation arrangements, covid tests.
*HR: Creates and maintains essential information for employees to include contact details, org charts, welcome manual, employee handbook, logging time and attendance, sickness records and generating reports, etc. Supports the onboarding of new hires and automatesworkflows
*Reporting: Coordinates and distributes the Exco report and assists with collating and distributing other reports as and when required
*IT: With support from IT, proactively manages Corporate documentation, to include a systemization of filing for the office. Coordinates training of new IT systems/software, etc.

  • Finance: Coordinates the ExCo Team's coding and authorization of invoices, credit card statements and expense reimbursements for payment. Tracks expenses against budget.
*Events: Manage and coordinate corporate office functions, planning for special events, lunches, dinners, group tours and arrangements for out of country visitors.
*Facilities: Own facilities related matters including safety procedures, ensuring maintenance and servicing of office equipment and appliances. Maintains communal office spaces, order and manage office supplies.
*Welcoming guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
*Communication with Landlord
*Manage all office vendors (catering, supplies, snacks, coffee, water, etc.)
*Acts as the Fire Safety Coordinator and is responsible for First aid at the Corporate office.
*Organize and distribute mail, packages, and other correspondence.

  • Translation of applicable documents
*Perform other duties as required.
*Adheres to the Company's ethical standards

KEY COMPETENCIES
*Customer Focus - Knows and understands the needs of internal and external customers. Is results oriented and works hard to consistently provide exceptional service.
*Ethics and Values - Adheres to an effective set of core values and beliefs and acts in accordance. Rewards the right values and disapproves of others.
*Problem Solving - Looks beyond the obvious to find effective solutions.
*Integrity and Trust - Widely trusted and seen as direct and truthful.
*Composure - Cool under pressure, not knocked off balance by the unexpected, is a settling influence.
*Values Diversity - Supports fair and equal treatment for all.
*Interpersonal Savvy - Relates well to others and can build rapport across the organization.
*Organizing - Able to orchestrate effective use of all available resources. Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.
*Process Management - Understands and uses an efficient workflow to get more out of fewer resources.
*Business Acumen - Well-rounded business professional who understands how businesses work.
QUALIFICATIONS, KNOWLEDGE & PREVIOUS EXPERIENCE REQUIREMENTS
*A Degree in Business Administration or a related field (advantageous)
*Demonstrated Office Management experience is essential.
*Experience of HR Administration, for example, onboarding, HR systems, documents, recording absence and sickness.
*Excellent interpersonal skills with an ability to establish effective working relationships.
*Computer literate - excellent skills in the Microsoft Office suite of programs (Excel, Word, PowerPoint and Outlook).
*Embrace learning new skills as technology advances; looking for and seizing new opportunities to deliver improved working practices to help meet the needs of the office.
*Ideally someone who has managed or been a part of a team who managed an office move.
*A positive attitude with a high level of integrity and confidence.
*A motivated self-starter who can work independently with mínimal direction but also within a tightknit team.
*Experience of working in a fast-paced environment, with strong attention to detail, accuracy and ability to meet deadlines.
*Excellent writing and editing skills.
*Strong organizational skills with a high level of initiative.
*Strong analytical and problem-solving skills with the ability to evaluate and interpret data to form preliminary judgements and make appropriate recommendations.
*Fosters teamwork. Works effectively with others to resolve problems and makes decisions that enhance organizational effectiveness.
*Previous knowledge/experience in Health and Safety (advantageous)
*Certified in First Aid (Advantageous)
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