We are looking for a skilled professional to join our team as an Office Operations Manager. This is a full-time, permanent position located in Edinburgh.
If you have experience working within the professional services sector, ideally from the legal industry, and offer a background of working within a similar outlined below which in return offers you variety, autonomy and responsibility, then this could be the ideal role for you.
You will be responsible for organizing and coordinating office administration and procedures, ensuring organisational effectiveness, efficiency, and safety. The successful candidate will be responsible for developing intra office communication protocols, streamlining administrative procedures, inventory control, office staff supervision, and task delegation.
The ideal candidate is an energetic professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative duties and executive support-related tasks, able to work independently with little or no supervision. Well organised, flexible, and enjoys the administrative challenges of supporting an office of diverse people.
Your key responsibilities will include:
1. Main point of contact for reception, meeting rooms, dispatch and archiving, equipment, bills, and errands
2. Organise and schedule meetings and appointments
3. Partner with HR to maintain office policies as necessary
4. Organise office operations and procedures
5. Coordinate with IT department on all office equipment
6. Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time
7. Manage contract and price negotiations with office vendors, service providers, and office lease
8. Provide general support to visitors
9. Responsible for creating PowerPoint slides and making presentations
10. Responsible for managing office services by ensuring office operations and procedures are organised, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and that clerical functions are properly assigned and monitored
11. Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval, and staff transfers
12. Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, and office systems
13. Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office
14. Ensure that results are measured against standards, while making necessary changes along the way
15. Allocate tasks and assignments to subordinates and monitor their performance
16. Assign and monitor administrative, responsibilities and tasks among office staff
17. Perform review and analysis of special projects and keep the management properly informed
18. Conduct new starters induction and providing orientation and training to new employees
19. Ensure top performance of office staff by providing them adequate coaching and guidance
20. Participate actively in the planning and execution of company events
21. Responsible for developing standards and promoting activities that enhance operational procedures
22. Allocate available resources to enable successful task performance
23. Coordinate office staff activities to ensure maximum efficiency
24. Conduct monthly 1-2-1s and annual performance review of staff within line management
25. Health and Safety compliance
26. Fire safety compliance
27. Coach and mentor office services staff
28. Design and implement filing systems
29. Ensure filing systems are maintained and current
30. Establish and monitor procedures for record-keeping
31. Ensure security, integrity, and confidentiality of data
32. Design and implement office policies and procedures
33. Oversee adherence to office policies and procedures
34. Analyse and monitor internal processes
35. Implement procedural and policy changes to improve operational efficiency
36. Prepare operational reports and schedules to ensure efficiency
37. Monitor and maintain office supplies inventory
38. Review and approve office supply acquisitions
39. Handle customer inquiries
40. Manage internal staff relations
41. Maintain a safe, secure, and pleasant work environment
42. Provide cover in emergency situations e.g. sickness and holidays.
43. Weekend work will be required in line with facilities maintenance or project work or as by request from line manager.
44. Support, coordinate and facilitate room set-ups and furniture moving/removal