Office Manager

About role:
As an Office Manager with expertise in operations team, you will collaborate with our client's department. You will be responsible for Administration.Our client is currently looking for a recruit to join their current team.

Below are the job details for your reference: You can also ask our friendly recruitment team for any questions you may have about the role, between 08.00am till 04.00pm Monday to Friday.
Shifts: Monday to Friday (37.5 hours)

Job Description:
Be the first point of contact for the site office and oversee the day-to-day management and efficient running of the project office and maintain general upkeep of work areas within budgetary requirements. To ensure the facilities on site are managed and maintained to a high standard and help to present client as a highly professional and well-organised company. The role will involve diary management and the recording of leave for the team, organisation of meetings and appointments which will involve liaising with internal and external parties while booking and assisting with travel and accommodation. Other responsibilities will also include IT Co-ordination and ordering of equipment, maintaining, and ordering office stationery or consumables, arranging hospitality/catering as required while ensuring safe working methods in the site office including co-ordination of fire drill & evacuation procedures. Assisting project staff to make sure that all documents and information on site is stored securely as per requirements and aiding in the resolution of any potential issues. Responsibility to manage site admin staff including Security Administrator.

Key Responsibilities

• Set up the administration processes for the site and project, maintain these and make sure all staff are aware of them
• Helping with the set-up and induction of new starters including IT Accounts & Equipment issuing of a welcome pack.
• Assist with diary management for project staff while tracking holidays and identify possible issues to PD
• Liaise with central and head office PA's and site secretaries as required to make sure relevant data for the project is received and communicated back in kind
• Maintaining the general upkeep of the site office to a high standard and making sure all staff have the required equipment and facilities available to complete their roles and that it is safe for use
• Assisting with both site safety tours and site audits as and when required
• Assist with the production of reports, letters and presentations
• Dealing with office ordering and maintenance of IT Equipment, stationary, office consumables & catering where required
• Liaising with internal and external parties to facilitate meetings, taking minutes when required and managing the meeting room schedule for the office
• Assisting to make sure that all staff on site have the required PPE
• Making travel and accommodation bookings as required for all those visiting or required to attend the site as well as factory visits, external and away meetings, etc.
• Ensure that all goods received and deliveries on site are verified and signed for, Goods Received Notes (GRNs) are fully reviewed, and any issues are flagged to the relevant person/party
• Be part of and assist the community engagement and wellbeing teams and initiatives, including YVOS action planning
• Reporting to the PD and providing them with day-to-day support
• Support Community Liaison
  1. Keeping the website up to date with construction related information
  2. Creating newsletters with input from team and sign off from client
  3. Ensuring newsletter is available as QR code and displayed appropriately
  4. Maintaining a distribution list of key stakeholders
  5. Ensuring communications (emails/SMS) of Notification of Works are sent in a timely fashion
  6. Arranging venue & timings of community meetings/drop-ins
  7. Ensuring that team contact details are kept up to date
  8. Maintaining the register of compliments/complaints received and ensuring close out of actions
  9. Assisting in the arrangement of social/community/charity/wellbeing activities
• Supporting managers in monitoring of BIP short term programme management
• Undertake 'Receipting' or similar functions on Oracle/ERP, in coordination with the Commercial Team, to ensure invoices are properly managed/authorised and paid on time.
• Responsible for the collating and issuing of client, external and internal reports
• Liaise and be the main point of contact to the building managers of client
• Assist the H&S Manager with the administration of health and safety items, including IFE, setting up rotas and meeting invites, schedules and trackers and other general administrative items.
• Managing and issuing site 'pulse' surveys
• Assist in the updating of design schedules ie planning, CDM etc.

Skills & Experience
*Competent with Microsoft Word, Outlook, Excel & PowerPoint
* Excellent communication & strong interpersonal skills
* Excellent organisational & time management skills with office management experience preferable
* Able to prioritise and multi-task effectively
* Excellent ability to work to deadlines
* Effective and efficient problem solver
* Good attention to detail
* Proven experience of excellent teamwork skills and also able to work as an individual

What's in it for you?
Rate £21/Hr through basic PAYE
Contrac t3-month contract
Timings: 08:00AM - 04:00PM on-site
Location Botanic Place, Cambridge CB2 1LQ

Next Steps
Once you've applied, one of our friendly recruitment consultants will give you a call and talk you through the screening process.If your application is successful, you'll be involved in a live virtual interview with one of our client's hiring managers to get to know you better.We look forward to speaking to you!

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