Office Manager

Office Manager – Bishops StortfordSalary : £28000-£34000 DOEHours : Monday -Friday 8.45 am – 5.00pmThe role : Office Manager to oversee all day-to-day office operations and administrative support to ensure the office runs smoothly and efficiently.Will include procurement, facilities maintenance, and vendor management. The responsibilities will include coordinating with internal and external parties to provide general administrative support, handling the procurement of office services, equipment, and supplies, and maintaining Health and Safety.Reception DutiesMeet and greet external visitors and sign them into company systemAnswer phone calls for Manufacturing site and other site in Bishops Stortford, direct appropriately or take messagesAccept deliveries and distribute them accordingly in the officeContact person for all facility related issues / concerns / repairs for follow up and action

• Facilities ManagementArrange for regular maintenance of equipment and internal systemsOperate and manage waste management processes and contractsManage contracted housekeeping staff by coordinating with the agencyCheck rooms and furniture to identify needs for repairs and ensure minor malfunctions in office equipment are fixed by coordinating directly with relevant departments / vendorsKeep meeting room and reception area stocked and tidyMaintain stock of office equipment & kitchen suppliesHandle fob activations for entry into the officeMaintain normal working of EV charging units and coordinate with vendor in case of any maintenance requiredRenewal of annual maintenance contracts and action service reports including PAT testing, plumbingPossible need to be available on-call after business hours and respond to emergency situations as necessaryProcurementEnsure that consumables and sundry purchases are ordered and delivered on time. Generate and maintain the purchase orders and vendor contractsFollow up with suppliers on invoice discrepancies and non-conformancesConduct market research and compare costs and benefits when evaluating new vendorsHealth & SafetyEnsure a safe, secure, and well-maintained facility that meets environmental, health, and security standardsConduct new employee inductions at the officeArrange relevant fire marshal and first aid training for onsite employeesConduct fire alarm roll callsLiaise with property management company on communal areasProvide internal H&S quarterly audit reportAdministrativeOrganize travel arrangements for overseas colleagues and customers to include visa applicationsConsolidate office expenses and invoices, authorize them and send them across for recharging accordinglyCollate and provide monthly sales bullet reportProvide weekly movement sheet and distribute to various locationsReconcile petty cash monthly and send the details to FinanceKeep track of regular and ad-hoc facility expenses
• Essential
• Excellent English communication skills
• Minimum 2-3 years of experience in a similar role
• Strong knowledge of facilities management operations, purchasing, vendor negotiations, project management
• Ability to use Microsoft Office
• Effective communication (both verbal and written) at all levels