Office Manager & PA
The Office Manager & Personal Assistant reports to the Project Director. They are responsible for organizing and coordinating a range of office operations, overseeing the implementation of policies and procedures, and contributing to business targets. They have authority for budgetary control and delegated sign-off, work autonomously, and manage their own workload. They are the line manager for the receptionist in the region and the functional head for local project administrators.
Office Manager
Delegated budgetary authority to sign off expenditure. Meet regularly with the Finance Manager to review budgetary positions and take corrective actions as appropriate.
Manage all facilities services within the office, overseeing and checking the work of tradespersons/contractors. Manage contractors working on site, e.g., building/office refurbishment and other major changes, ensuring all safety measures are in place. Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement.
Liaise with the Company Real Estate team and their appointed sub-contractors to ensure the office meets all legal and auditable requirements (e.g., electrical/water tests, fire alarms, security, TV License, insurances, hazardous waste, WEEE, etc.) and ensure successful audits. Resolve any corrective actions if applicable.
Maintain technical documentation for the OMI Pack within a structured system, ensuring legal compliance documents are available for internal and external audits. Responsible for actioning and resolving any Corrective Actions satisfactorily.
Attend Landlords’ and Managing Agents meetings regularly, contributing to discussions and decisions about the building, security issues, etc. Manage the Service Charge account. Liaise with Managing Agents regarding building repairs and health & safety issues within communal areas.
Organise and coordinate fire drills, set dates to meet legal requirements, and conduct evacuation drills. Meet with local Fire Officers to discuss evacuation and improvement actions. Contribute to the building Fire Report. Act as a Chief Fire Warden for the Office.
Be the point of contact for out-of-hours works required to maintain premises.
Undertake regular audits to check on office cleaning standards. Meet quarterly with Cleaning Contractors. Conduct checks on pest control, ensuring infestation levels are reduced or eradicated. Meet with Council Health Representatives as appropriate (normally twice per year).
Organise regular PAT testing of all office equipment and maintain records for audits.
Serve as the ‘Go-To’ person for office inquiries, guidance, and conflicts.
Lead safety issues by chairing regular SLT meetings (6 per annum), reporting findings, and escalating issues to higher management as per policies. Member of SLT2 meetings.
Manage the Archive Facility, defining and writing procedures for regional record retention, ensuring protection and security of files and records. Oversee the management and continuous improvement of the archive process, including termination/disposal of data.
Organise staff meetings and core briefings. Research and contribute data to these events.
Participate in the Regional Operations Management Team, attending monthly meetings and contributing to business agendas and actions.
Ensure all facilities work complies with fiscal, legal, or administrative requirements, e.g., ISO 9000 certification.
Appointed Official Company PKI Agent.
Authorize Corporate AmEx applications and manage card terminations when necessary.
Administration & Team Management
Line management of Receptionists, ensuring staff resources are deployed efficiently. Check that work is recorded against correct project and overhead codes. Conduct periodic quality checks.
Responsible for recruitment, dismissal, setting targets/goals, and conducting appraisals. Perform regular 1-2-1 meetings and implement improvement plans if performance issues arise.
Provide technical guidance and support to Project Administrators in the region to ensure standards and business requirements are met. Promote staff development and training.
Procure specialist equipment as necessary, including DSEasy.
Oversee and coordinate Work Experience Placements, liaising with school/college personnel, ensuring all certifications are obtained prior to commencement, and securing suitable office placements.
Research, compile, and write reports/presentations for senior management. Prepare Business Plans for Capex and other equipment/items, submitting them for approval.
Manage the Suggestions Resolution Box, bringing issues to management meetings for discussion and resolution.
Develop office-wide rotation schedules for safety tours, liaising with EHS managers. Conduct Stop & Talk sessions if applicable, and report findings.
Personal Assistant
Monitor the Director’s inbox daily, respond to emails, and take independent actions as required.
Manage the Director’s diary proactively, scheduling meetings, setting up sessions, and cascading information.
Research, contribute, and prepare data/information for internal and external meetings and presentations. Prepare reports for operational meetings.
Maintain relationships with client representatives, suppliers, and external parties. Organise and schedule Network Rail meetings with senior clients and Program Managers.
Coordinate events and meetings, including venue arrangements and program planning.
Assemble, collate, and submit expenses reports for the Director.
Organise PDR meetings, prepare schedules, and compile reports such as Colours Reports and Outstanding Actions.
Manage resource planning data and contribute to management operations spreadsheets.
Update and contribute to presentations for core briefings and organize meetings.
Oversee onboarding and offboarding of staff, managing company property and access cards.
Authorize Purchase Requisitions for overheads.
Knowledge, Skills, and Abilities
Essential
* First Degree/NVQ4/HND or at least 5 years’ experience in a similar high-profile role.
* Proven team management and supervision experience, including appraisals and performance monitoring.
* High accuracy in research and data preparation, with analytical and problem-solving skills.
* Ability to make professional judgments, handle sensitive situations, and use initiative.
* Strong organizational and communication skills, with proficiency in advanced computer skills (spreadsheets and Word).
* Ability to prioritize workload and maintain confidentiality.
Desirable
* Skills in stress, time management, and health & safety.
* Awareness of Equality & Diversity policies.
* Knowledge of Railway Industry.
* Adherence to ethical and anti-bribery policies.
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