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Office Manager

London, England, United Kingdom

Office Manager

  • NE02310
  • London, England, United Kingdom

About Us

We're a truly international company, fourth largest in our industry and operating across 120 markets. An inclusive, innovative global FMCG business supported by over 27,500 employees. As we embrace a new era of growth, we are transforming. Our ways of working and culture are driven by a challenger mindset, constantly questioning the status quo. Our agility and entrepreneurial spirit, alongside award winning development programmes, enable innovation and success while creating exciting and rewarding career choices.

As we move forward, our customers will be at the heart of what we do, evolving to needs and expectations and committing to a more meaningful contribution to harm reduction by building a successful NGP business. Integral to our long-term success is our sustainability strategy, behaving responsibly and supporting our ambitions, all underpinned by high governance.

Encouraging inclusion at local levels and supporting a developing and robust diversity agenda globally, we’re fully committed to creating and maintaining an environment that celebrates and respects difference.

The Role

The role holder is the first point of contact for our Global offices based in London. They will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency, and safety. They are responsible for developing office communication protocols, streamlining administrative procedures, inventory control, Executive Leader support and much more.

The successful person is an energetic professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative duties and executive support-related tasks and able to work independently with little or no supervision. Well organized, flexible, and enjoys the administrative challenges of supporting an office of diverse people.

 

As well as having the responsibility for overseeing the day to day running of all aspects of the office, the Office Manager will be responsible for ensuring our statutory obligations are met while implementing best practice processes for managing Health & Safety, Contract Management, Budgets & Finances and Safety & Wellbeing to ensure the highest quality working environment is maintained

KEY ACCOUNTABILITIES

The Office Manager will be responsible for several key areas including:

OFFICE OPERATIONS MANAGEMENT

  • Will work “front of house”, meeting and greeting visitors and clients and welcoming them into the company - ensuring they have what they need for their visit.
  • Overseeing the office space, ensuring it’s a clean, productive and inviting space for the team.
  • Manage catering and refreshments requirements in conjunction with office users, catering companies, receptionists.
  • Support the EAs and PA’s on ad-hoc needs like Reporting / spreadsheets & presentation support
  • Liaising and managing external suppliers including the cleaners, building maintenance, plant care contractors,  etc - ensuring the service supplied by these companies is excellent and continually meeting our business needs.
  • Ensuring that the office has adequate office and kitchen supplies, ordering where necessary and managing stock levels.
  • Coordinate office activities and operations to secure efficiency and compliance to company policies. Implement and maintain procedures/office administrative system
  • Lead, manage and be accountable for all office operations, legal compliance  & user requirements
  • Engage with external bodies, agencies and regulators for audits, inspections, assessments etc
  • Comply with all NFR requirements and complete all monthly NFR campaigns
  • Champion and ensure compliance to ESG initiatives such as Carbon Reduction, Modern Slavery,  Waste, Fitwell, Travel plan.

Finance & Budget Management

  • Create & manage all aspects of the Imperial budget.
  • Keep updated records of office expenses and costs.
  • Raise PO's & BAP's, place orders, goods receipt, accruals, forecasts.
  • FM contract costs approval & out of scope FM costs, rent, service charge, insurance, utilities, business rates, ad-hoc requests.
  • Fixed asset validations. Looking for cost saving opportunities.

FM Service Delivery & Contract Management

  • Ensure visitor, records, safety and requirements  are delivered and managed according to company policies and host requests.
  • Organising routine and emergency maintenance for the building and liaising with the landlords.
  • Manage the Landlord's agent and tenant relationship and ensure compliance with all building user requirements. E.g. being named key holder.

 

SKILLS & EXPERIENCE

  • To be conversant with all Health & Safety aspects Mechanical /Electrical equipment and Building Fabric requirements and legislation.
  • Excellent stakeholder management skills and the ability to communicate and influence at all levels.
  • Experience of managing service providers from a client &/or supplier perspective.
  • Health and safety experience as well as having NEBOSH and Legionella qualifications
  • Experience of significant budget management.
  • People management skills.
  • Proven and demonstrable experience in Facilities Management.
  • A practical thinker with a proactive approach.
  • Experience of liaising with service providers, contractors and local authorities

 

Desirable:

  • Experience of event organisation and management would be advantageous.
  • Membership of a recognised body within the Facilities Management profession (e.g. IWFM).
  • Previous experience of managing large Corporate Office environments would be an advantage.
  • IWFM Qualifications.

 

READY FOR THE NEXT STEP?

Interested applicants should apply with their CV highlighting their suitability for the role.

Apply Now

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1901

The year Imperial was founded through the
coming together of 13 UK family-run
businesses

33,000

Imperial employees worldwide

160

Number of markets worldwide in which our products are sold