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Office Manager

  • Full-time
  • Full time
  • MFG HQ

Office Manager

Job Title                                           OFFICE MANAGER

Immediate Manager                         HR MANAGER

 

JOB PURPOSE

The Office Manager is responsible for the efficient operation of the office to ensure organisational effectiveness whilst providing back up administrative support for the Executives.


The Office Manager reports to the HR Manager and is responsible for assisting with all aspects of the efficient running of the office environment including facilities. This will include, but not exclusively the prompt answering and directing/actioning of telephone calls, meeting and greeting HQ visitors, monitoring and ordering all office stationery supplies and other office provisions, producing administration as required for the dealer business, monitoring photocopiers, opening and distributing post to relevant departments, providing administrative support for the Execs and assisting other Company administrators as needed. 


The Office Manager may be required to prepare spread sheets, reports and bulletins in order to maintain databases and assist in general office operations.


MAIN ACCOUNTABILITIES


Maintain office efficiency, liaising with landlord, contractors and cleaners to ensure the office is maintained to the highest standard at all times.

  • Plan and implement office systems, organising office/desk moves, temporary office closures and re-openings and structural or layout alterations.
  • Implement and maintain office related procedures.
  • Liaise with H&S team to ensure all office H&S policies/fire regulations are up to date and being followed.
  • Maintain and managed office car park allocation and assist with car fleet queries.
  • Answer telephone calls promptly and direct/action appropriately.
  • Liaise and provide administration support to the Exec assistant, in times of high workload and absence
  • Collecting, opening, distributing & sending mail as necessary.
  • Meeting/Greeting guests and providing tea/coffee etc. as required.
  • Carry out new starter induction tours and DSE assessments.
  • Monitor stationery and kitchen provisions and coordinate order/supply accordingly to ensure minimal downtime and ‘out of supplies’ sourcing the most cost effective arrangements.
  • Organise Costa coffee machine provision, maintenance and operation.
  • Manage car parking spaces, permits and door entry fobs for starters – ensuring return of such upon leaving.
  • In conjunction with the Executive Assistant organise company events or conferences and manage office charity events
  • Monitor photocopiers.
  • Meeting room bookings and clear/restock.
  • Filing, copying, franking post.
  • Stocking fridges.
  • Providing absence cover for other Administrators.
  • Other Ad-hoc admin duties as and when required.


WORK CONTEXT

  • The post is based at MFG’s Head office in St. Albans.


COMMUNICATIONS

  •  HR Team
  •  Administrators
  • Other Head Office Personnel

 


Requirements

KNOWLEDGE AND SKILLS REQUIRED

 

  • Must have full drivers licence
  • Effective communication skills; verbal, electronic and written.
  • Good attention to detail
  • Computer literate with good knowledge of Microsoft Office Programmes
  • Excellent organisational skills with good time management
  • Ability to develop positive working relationships with colleagues and external contacts.
  • Self-Starter with a ‘can do’ attitude.