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vacancy: Office Manager

Closing date:

Start date:

Location:

Salary:

07/12/2018

17/12/2018

Knaresborough, North Yorkshire

up to £28,000 dependent on experience

The Office Manager is responsible for all office operations, procedures and processes in all naughtone sites located in Knaresborough (HQ Office), Elland (production factory) and London (showroom).

This is not a basic Office Manager position, you will also be involved in Operations & Facilities and you will lead from a facilities/office management perspective, the day to day operations of the sites and provide administrative support to the four Directors.

You will be based at our Knaresborough office and you will need to ensure that the other sites are looked after to the same high standard. This will include providing a comprehensive facilities and office service, managing the office services budget, responding to emergencies, as well as acting as the first point of contact for the landlord. You will need to have strong negotiation and communication skills to succeed in this role of balancing customer needs, delivering value for money and ensuring the Health and Safety of all staff, clients and visitors alike.

Responsibilities 

Office Management

  • Act as office greeter co-ordinating all guest arrivals and care-taking
  • Handling incoming calls
  • Maintain printer/mail areas for supplies
  • Manage mail, FedEx & UPS (pick-ups/deliveries)
  • Dealing with all office management and managing all daily facility related functional and operational issues; including all emergency procedures
  • Assist with employee and guest transportation services (i.e calling taxis etc)
  • Conduct office sweeps several times daily to pick up any rubbish/misc. items
  • Maintain a clean kitchen (dishwasher load/unload, rubbish changes if necessary)
  • Maintain a clean and sanitary area for food, clean out fridge weekly
  • Troubleshoot when there are building/facilities issues and inform Landlord
  • Inventory and ordering of office & kitchen supplies and equipment requirements (ordering fruit, snacks, stationary etc)
  • Ownership of Office Management and social budgets
  • Reconciling payments made to suppliers

Facilities

  • Ensure smooth operation of the sites, including repairs and managing the maintenance of the building by contracting maintenance services as needed
  • Implement and maintain office / site procedures
  • Learn conference room equipment and provide support to those using these tools
  • Create a budget for various facility needs and expenses and use best business practices to manage and reduce operation costs
  • Ensuring H&S procedures and processes are adhered to and co-ordinated with appropriate personnel
  • Assisting HR with the on-boarding process of new employees; setting up IT accounts, desk configurations

Director level support

  • Arrange international and domestic travel plans
  • Prepare travel and expense reports on a timely basis
  • Perform other related projects and duties as requested

Person Profile

  • The Office Manager must have a full understanding of facility operations and systems, be able to organise and prioritise multiple tasks and have strong customer service skills.
  • 3-5 years experience in Office / Facilities management
  • Seeks to achieve results
  • Highly proficient technical skills (Microsoft Office Suite, Outlook, PowerPoint, Excel)
  • Excellent communications skills both oral and written
  • Highly confidential, discreet and trustworthy
  • Must be able to implement effective processes
  • Tactful and diplomatic
  • Ability to work on several projects at once
  • Outstanding organisational and time management skills
  • Understand and carry out general instructions in standard situations
  • Respond to common inquiries or complaints from clients, co-workers, and/or suppliers

You will report in directly to the Finance Director.

About the role

  • Full-time permanent position
  • Working hours TBC, either 8.30 am – 5pm or 9am – 5.30pm
  • Annual salary up to £28,000 dependent upon experience
  • Group Personal Pension Scheme Membership – 3% Employer contribution rising to 4% in April 2019
  • 24 days holiday per annum in addition to usual bank holidays
  • Free on-site parking