Job Description

Who We Are Looking For



The role of the Office Manager supports our London Bridge office with clerical and administrative tasks in an efficient and effective manner. The role has a focus on front of house, HR administration and coordinating with office suppliers. A degree of flexibility in tasks is expected. The role is office-based with time out to perform certain duties/ errands.



What You Will Work On

Administration:

Manage reception and front of house, meet and greet guests, and maintain refreshments Answer the main office phone, respond to enquiries, and take accurate messages Arrange production of access passes for staff and visitors Receive, date, sort and distribute incoming post and courier deliveries Liaise with external courier agencies Manage, organize, and coordinate all administrative activities to facilitate the smooth running of the London Bridge office Support the HR Manager with administrative tasks and responsibilities, including (but not exclusively) contractors, recruitment, starters, leavers, and changes. Coordinate day-to-day HR enquiries from London Bridge employees and advise in line with current policies and procedures General administrative support for local senior management Assist with any office moves and refurbishments Responsible for managing, maintaining, monitoring, organizing, and seeking efficiencies for all UK mobile phone contracts Maintain travel calendars/flight/movement planners Coordinate conference call lines and distribute/schedule as required Coordinate the booking of internal meeting rooms Oversee the generic London Office mailbox and distribute emails as required Register all expected office guests with the building reception Initial point of contact in liaison with on-site IT Support for basic issues, including connectivity and hardware issues and requirements Update the list of contacts on the printer's scan function and submit monthly printer statistics Communicate general company issues to the London Bridge office team Deliver documents within London as may be required Oversee the application process of visas, including the delivery/collection of passports from the London Embassies Responsible for security, tidiness, and contents of the external storage facility, with responsibility for obtaining files upon request

Building Management:

Liaise with Building Management and attend 'All Occupier Meetings' as may be required Lead fire warden and first aider for the London office. Liaise with building management for all evacuation drills - training will be provided Manage the contracts and relationships with relevant contractors for all internal office requirements Check and approve monthly invoices from finance for all office suppliers Maintain inventory of office equipment and maintenance scheduling Maintain inventory of office consumables such as printer supplies, stationery and kitchen supplies and re-order when necessary Coordinate the workspace setup for new staff, access cards, keys, furniture, mobile phone, stationery, etc Responsible for all building-related document filing and maintenance

Competencies

Organizing and executing - identifies and organizes resources needed to accomplish tasks Relating and networking - builds wide and effective relationships inside and outside the organization and relates to people at all levels Achieving personal work goals and objectives - accepts and tackles competing tasks and demanding goals with enthusiasm Supporting and Co-operating - Upholds ethics and values, demonstrates integrity, listens, consults, and communicates proactively Writing and reporting - writes clearly, succinctly, and correctly in a well-structured and logical way

Accountability:

The Office Manager is accountable to the SVP, Global Intelligence & Operations (and HR Manager) for the responsibilities stated in this job description These responsibilities will be monitored and managed through regular performance reviews and supported through competency goals

What You Will Bring

2-3 years' experience in an Office Manager or similar administrative role 1-2 years' experience in HR administration (starters/leavers, recruitment coordination, HR queries) Relevant qualification in Business Administration, Office Management, or a related field (or equivalent experience) Strong front-of-house, reception, and customer-service skills Excellent organizational and multitasking abilities with close attention to detail Confident communicator with strong written and verbal skills Proficient in Microsoft Office and comfortable with basic IT troubleshooting Ability to liaise professionally with staff, suppliers, and building management * Reliable, flexible, and able to handle varied tasks independently