Job Title: Office Manager
Location: London, Hybrid (3 days)
Salary: Competitive
Job Type: Permanent, full time
The Role:
David Morley Architects are looking for an exceptional Office Manager to join their friendly 30-strong Practice in Kennington, London. This position will have you working closely with everyone in the Practice from assisting the Partners, working with the support team and the rest of the office. The office operates within a hybrid model where the Office Manager is required to be in the office a minimum of three days a week.
In addition to managing the smooth and efficient running of the office, this position will include an element of HR, including updating documents, maintaining staff records and being the first point of contact for general queries. The ideal candidate will be highly self-organised with previous experience in an architectural or design office.
Experience of working within an ISO 9001 and 14001 environment would be a distinct advantage.
Key Responsibilities:
- Overseeing the smooth running of the office liaising with the building manager when required.
- Keeping the practice organised and tidy.
- Managing office suppliers and supplies such as refreshments, stationery and IT hardware.
- Organising furniture, equipment and IT for new starters or manage repairs and replacements.
- Actioning and renew maintenance contracts for equipment and premises such as fire extinguishers and actioning and renew licences for software.
- Co-ordinating with the wider practice to support and organise internal moves and relocations.
- Arranging for office repairs and defects to be dealt with promptly.
- Arranging and log the correct disposal of waste within the office.
- Organising training for fire wardens, mental health first aiders and office first aiders.
- Organising the annual H&S audit with the external consultant and actioning recommendations.
- Conducting office risk assessments.
- Renewing professional accreditations such as Constructionline and CHAS.
- Actioning the office and IT induction process for new starters.
- Organising soft and hard skills training plus assist the CPD co-ordinator to arrange weekly seminars.
- Managing HR administration – updating and issuing contracts and letters and inputting data into Rapport (Project Management and HR software).
- Assisting the senior management team with recruitment – posting job ads and arranging interviews.
- Working alongside the document controller to manage post, scanning, data entry and other project related admin.
- Organising office events with the People Group.
- Working with the CFO to update the annual budget.
- Supporting the quality management team by actioning changes.
- Supporting the senior management team by arranging regular key meetings and taking notes/minutes.
- Updating office tracking spreadsheets.
- Co-ordination of ad hoc projects such as server upgrades.
- Assisting marketing and BD co-ordinator with social media and website posts.
Essential Skills and Requirements:
- Strong written and verbal communication.
- Experience of H&S in the workplace.
- Strong use of Microsoft Office Apps.
- Familiarity with project management and HR administration.
Personal attributes
- Confident, highly organised and able to multi-task effectively.
- Calm, friendly and inquisitive to learn more.
- Detailed, discreet and able to maintain confidentiality.
- Interest in maintaining environmental, social and ethical standards.
Candidate must be able to provide a minimum of two work references upon request.
Candidates with experience or relevant job titles of; Personal Assistant, Admin Assistant, Office Administrator, Administrator, Office Administration Assistant, Administration Clerk, Administrative Assistant, Office Coordinator, Receptionist, Secretary, Business Administrator, Support Administrator, Reception Administrator, Business Support, Executive Assistant, PA, Office Assistant, Office Coordinator, Office Manager, Clerk, Business Administrator, Accounts Administrator, Learning and Development Administrator will all be considered.
