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Job Type: Permanent, Contract, Temporary, Full Time
General Description:
We are seeking a highly organised and proactive Office Manager to join our team. The Office Manager's role is to ensure the smooth and efficient operation of our office environment. The ideal candidate will be a detail-oriented individual with excellent communication skills and a strong ability to multitask. As an Office Manager, you will play a pivotal role in coordinating various administrative tasks, supporting team members, and maintaining a productive work atmosphere.
Reports to: Directors and Associate
Responsibilities:
1. Office and Administrative Support:
* Handle calls, emails, enquiries, scheduling, visitor reception, and calendar management for key personnel.
* Manage office inventory and supply ordering.
* Maintain a clean, organised workspace, coordinate maintenance/repairs, and deliver induction programs for new employees.
* Contribute to project administration and other management-assigned tasks as needed.
1. Communication and Collaboration:
* Serve as a central point of contact for internal teams and external stakeholders, providing timely information and assistance.
* Foster effective communication within the office by making important announcements and updates.
* Log all customer enquiries and follow up to ensure responses are provided.
* Collect customer feedback.
2. Financial Management:
* Select suppliers and manage supplier relationships.
* Raise purchase orders.
* Verify incoming invoices against orders.
* Process supplier payments on time.
* Understand project pricing and coordinate stage payments.
* Issue client fee invoices on time.
* Control cash flow.
* Prepare expenses and update payroll details for the outsourced accountants.
* Bookkeeping in Xero.
* Coordinate with external accountants for taxes and VAT reporting and payments.
3. Team:
* Assist with recruitment processes.
* Support onboarding of new personnel.
* Manage annual leave requests and records.
* Assist with performance reviews.
* Manage sick leave records.
* Maintain employee records and personnel files.
* Support HR policy and procedures implementation.
4. Document Control:
* Maintain document registers and project logs, and issue document and project numbers.
* Maintain records of incoming and outgoing documentation.
* Maintain the electronic codes and standards library.
* Control numbering, filing, scanning, and photocopying of documents.
* Distribute and route documents such as design change notices and other correspondence.
* Ensure documentation and data are filed according to the approved nomenclature.
* Provide administrative and documentation support to the engineering team by maintaining accurate records, including registers and contact lists.
5. Event Coordination:
* Help plan and organise company events, meetings, and team-building activities.
* Coordinate logistics such as venue selection, catering, and materials preparation.
6. QHSE:
* Oversee adherence to Health, Safety, and Environment (HSE) regulations and practices, promoting a safe and healthy work environment.
* Ensure Quality Assurance compliance.
* Participate in external health, safety, and ISO 9001 audits.
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