Group Office and Admin Manager

  • Location
    London, Greater London
  • Category
    Office and Secretarial - Administration Manager
  • Job type
  • Industry
    Office and Secretarial
  • External Reference

Job Title: Group Office & Administration Manager

Location: London and visits to Bristol, UK travel.

Salary: 45k

Required Qualifications, Skills and Experience:

  • Previous Office Management experience

  • Excellent communication skills (written and verbal)

  • Problem solving skills

  • Knowledge of Microsoft products (e.g., Word, Excel, PowerPoint)

Purpose of the Role

To manage and provide office site management and administration duties across the Group (over 2 office site locations) enabling staff to operate safely and efficiently.

Duties and Responsibilities

Health & Safety:

  • Ownership of Bristol & London office H&S policies and H&S risk assessments

  • Ownership of first aid procedures, supplies and training

  • Ownership of fire safety procedures, fire marshals/wardens and drills

  • Ensuring the offices are legally compliant with all Health & Safety Legislation

Office Services & Facilities:

  • Manage the new joiner process in terms of desk allocation, furniture availability etc - in collaboration with HR, IT and the relevant teams

  • Responsible for new starter office inductions and procedures

  • Oversee office access software management, including swipe cards and security procedures in coordination with Building Management

  • Co-ordinate DSE training and follow up remedial actions on an annual basis, in collaboration with HR

  • Oversee supply orders:

    • Stationery and sundry office supplies

    • Business cards and marketing materials

    • Catering

  • Oversee confidential waste and recycling collections

  • Direct, coordinate and plan essential services such as maintenance, catering, cleaning etc

  • Business continuity planning - in collaboration with HR, IT, Legal etc

  • Manage and maintain floor plans and associated CAD drawings

  • Responsible for space planning, office reorganisation/redecoration etc - in collaboration with IT and others as appropriate

  • Manage security procedures and controls, including work permit management etc

Accounts & Procurement:

  • Manage office supplies budget

  • Approve office-related invoices for payment

  • Reconciliation of Credit Cards & PayPal account

  • Manage business subscriptions e.g., the Financial Times

Relationship & Contract Management:

  • Oversee maintenance and upkeep of premises associated with Landlord responsibilities

  • Liaise with Landlords, Tenants and others as appropriate on both demise and estate matters

  • Manage relationships with site security, office vendors and service providers

  • Oversee cleaning and other office services contracts, ensuring value for money and quality of service

Group Travel:

  • Responsible for Group-wide travel, including travel-booking process and on-going assessment of providers

  • Monitor travel activity and ensure compliance with travel policy

Event Management:

  • Manage event logistics and planning in coordination with HR, Marketing etc

Filing systems:

  • Maintain physical and electronic filing system for effective document management/record keeping

Manager responsibilities:

  • Promote staff development & training of direct reports by managing their Annual Review Process and supporting their Personal Development Plans

Pro-actively and continuously improve the Group's administrative processes and procedures ensuring ease of use and efficiency

Any other reasonable task as requested by a Manager or Director of the business

Hours of Work

As a professional employee, you will work such hours as may reasonably be required to fulfil your responsibilities and will typically attend the office between the hours of 09:00 and 17:30. Hybrid working available.

Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

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To speak to a recruitment expert please contact Mia Skipper