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Office Manager

Job ID OFFIC013451 Date posted 04/29/2022 Location Uxbridge, United Kingdom

Position Overview

The Office Manager combines office support, personal assistance and facilities management. The position will order and administer office supplies and maintenance and provide personal assistance support to the Managing Director, EMEA and at times other executive leadership.  Co-ordinate the facilities needs, including ongoing building maintenance schedules, vendor/supplier relations, office administration and reception duties. Plays a key communication and support role for guests and employees in the building by providing outstanding customer service, meetings support, and administrative duties where needed.    Maintains / orders office and kitchen supplies.  Handles record retention support activities and requests while keeping up to date with policy and document retention timeframes.  

 

The Office Manager is responsible for providing administrative support to the MD, EMEA exercising diplomacy, initiative, independent judgment, discretion and the ability to effectively prioritise and handle a diversified workload and complex projects in a confidential and sensitive manner.  Using knowledge of company policy, the organisation, and business operations to proactively prioritise, plan, schedule and support activities. 

 

The position reports directly to the Managing Director, EMEA.

 

Key Job Responsibilities 

Customer Service

The Office Manager provides the first impression for Encore and will greet customers/visitors in a friendly professional manner. Maintains receptionist area of the building and will manage the reception role should a receptionist be employed.  Greets internal and external guests and provides direction as needed.  Maintains visitor communications including announcements and visitor registry.  Answers incoming phone calls and attempts to provide support or directs calls to appropriate department member.  

 

Personal Assitance

The Office Manager  will perform a full range of duties to support the Managing Director – EMEA, and on occasion other ELT members with such as; maintaining calendars, managing telephone calls, communicate with internal and external clients, completing expense reports, booking domestic and international travel, as well as preparing routine correspondence, interoffice memoranda, etc. 

 

The role will compose a variety of routine and non-routine correspondence, and collect and compile data for inclusion in reports or presentation materials. Prepare charts, graphs, or tables as necessary. Write and edit letters; exercise judgment, act decisively, and maintain confidentiality. The incumbent will use broad knowledge of company policy, organisation, and operations to proactively prioritise, plan, and schedule activities with other executives, key personnel, and outside business contacts. Sorting, filing, and cross referencing of materials and documents.  Establish filing systems, if/when needed, manage the inbound and outbound post. 

 

Event/Meeting Support

Assist with scheduling and reserving space for meetings and visitor offices.  Coordinates food and beverage service for meetings within the building.  Assist with ground transportation, baggage storage, and other visitor needs.

 

Facilities Coordination

Maintain all building standards by keeping track of regular maintenance schedules, and booking required service of building maintenance. Keeping records, logs and service dates in order, whilst recommending needed facilities upkeep with proper costs. Liasing with all contractors to coordinate work required to repair, upkeep or standardize building operations, aligned with all government codes. Be the main point of contact for regular service providers  of security,cleaning and canteen facilities , perform some light repair and call for repairs when needed.  

   

Supply and Equipment Tracking

Assist with procuring office and kitchen supplies.  Stocking and maintaining inventory levels of all office, department, canteen and kitchen supplies. 

 

Job Requirements

• High School Diploma or equivalent

• 4+ years clerical experience and/or customer service 

• Strong communication and organisational skills

• Intermediate experience level with Microsoft Excel, Word, and PowerPoint applications

• Excellent organisational and time management skills with the ability to meet or exceed multiple concurrent deadlines. 

• Excellent verbal and written communication skills

 

Competencies

• Attention to Communication

• Concern for Quality

• Exceeds Customer Expectations

• Passion for Growth

• Teamwork

 

Work Environment

Work is generally performed at an office that is moderately quiet.  Team members will occasionally visit other work locations for meetings or for other business reasons. Working times will include days and may include evenings, weekends and holidays.  Team members must adhere to appearance guidelines as defined by Encore.

 

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