HSB Solomon Associates LLC (Solomon), a subsidiary of Hartford Steam Boiler and MunichRe, is seeking candidates for an Office Manager position to work part-time in Farnborough, United Kingdom (UK). Solomon is the leading performance improvement company for the global energy industry, serving clients in nearly 80 countries, with global headquarters in Dallas and regional offices in Houston, Farnborough, and Bahrain. Solomon provides data-driven, strategic insight across the energy industry, leading to greater efficiency, reliability, and profitability.
Basic Function
The Office Manager position will support the Farnborough office onsite on a part-time basis. The ideal candidate will be highly organized and detail oriented. This role will support a professional office setting.
Responsibilities
1. Operational Services
2. Oversee daily office operations, including office facilities, courier and taxi services, equipment maintenance, access card assignment, workspace and parking permits
3. Ensure office space is prepared and available for new hires and maintain up to date seating planMain point of contact for landlord, building management, service providers and utilitiesCoordinate internal meetings, events, and office communicationManage office and business insurance policy including annual renewal & updatesMaintain office procedures, systems, and documentationProvide support to UK team regarding Visa and Passport renewals, Letter of Intent documentations, and other travel documentations as neededAssist with travel arrangementsMaintain UK team calendar
4. Maintain Office BudgetManage queries for office services and suppliesSupport budget planning, cost control, and expense management for office and social committee budgetsAssist Accounting in reconciliations end-of-year financial processes
5. Executive Assistant for UK Managing Director
6. Ensure Companies House records are up to date
7. File Solomon Associates Limited (SAL) accounts and annual confirmation statementArrange Board Meetings and keep minutesAdminister electronic signatures and approvals for SAL audit accounts
8. Compliance and Data ManagementEnsure compliance with company policies, General Data Protection Regulations (GDPR), health & safety standards, and workplace regulationsCarry out regular risk assessments, fire safety, and first aid checksKeep health & safety documents up to dateMaintain confidential and proper handling of sensitive employee and client informationSMS immigration system – sponsors license
Education
9. Required:
10. A-levels or equivalent
11. Preferred:Bachelor’s degreePrior experience working within a professional office setting
Work Experience
12. Required:
13. 5+ years of experience as an office manager supporting a location, facilities, and/or executive/leadership
Technical Skills
14. Required:
15. Excellent interpersonal and communication skills including excellent verbal, written, listening, and presentation skillsExcellent people skills with the ability to successfully collaborate in a global, multi-disciplinary, diverse, matrixed, and dynamic team environmentMeticulous attention to detail, reviewing work for quality, with a commitment to delivering accurate and high-quality work within specified deadlineDelivery of high-quality work product using Solomon documentation standards as appropriateEffectively and efficiently navigate workflows and processes to accomplish workAbility to hold self and others accountable, following through on commitments, meeting deadlines, taking ownership and responsibility for decisionsProven track record of continuous improvement and creating new and better ways for the organization to be successfulStrong independent work ethic while also making a positive contribution to an existing, highly collaborative work environmentProficient in Microsoft® Office products such as Word®, Excel®, and PowerPoint®
At HSB Solomon Associates, a subsidiary of The Hartford Steam Boiler and of Munich Re, we see