Office Manager - GIR Construction Solutions

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Office Manager - GIR Construction Solutions

• Permanent
• Full time
• Permanent
• Hours
• Full time
• Location
• NW4, London (in office)
• Sector
• Administration
• Dependent on Experience
• Applications accepted on a rolling basis

Overview

We are seeking an experienced Office Manager to take ownership of office operations, financial administration, HR administration and compliance records within a construction and professional services business.

This is a senior, hands on control role. The successful candidate will be responsible for keeping the office running with discipline and consistency: ensuring invoices are issued and chased, records are complete and audit ready, and operational information is filtered and structured before escalation to directors. The role also includes practical responsibility for facilities, supplies and day to day office logistics.

This is not a PA role, junior administration role or operations management role. We are looking for someone who has previously run an office function and can take ownership from day one.

Key responsibilities Office operations and document control

• Run day to day office operations including document control, filing structures, version control and retrieval.
• Maintain clear, simple SOPs for recurring tasks and a basic operating log covering critical routines and dependencies.
• Act as a gatekeeper for operational requests, returning incomplete or non compliant items until required information or evidence is provided.
• Maintain document registers and controlled templates to ensure consistency and audit readiness.
• Manage Directors', staff and office calendars to support delivery priorities, statutory obligations and operational dependencies.

Invoicing, credit control and cashflow support (core responsibility)

• Raise sales invoices accurately and on time, in line with agreed contract terms and billing cycles.
• Maintain aged debtor and creditor registers and actively chase overdue payments.
• Produce a short weekly management summary covering aged debtors, expected receipts, priority actions and emerging cashflow risks.

HR administration and onboarding

• Maintain personnel files including contracts, right to work checks, training and CPD records.
• Administer holiday, sickness and absence records.
• Manage onboarding and leaver administration in line with company processes, ensuring records are complete and properly filed.

ISO and compliance support

• Maintain compliance records, document registers and evidence packs to support internal and external audits.
• Track corrective actions and non conformances, ensuring actions have owners, deadlines and closure evidence.
• Ensure meeting records, reviews and decisions are documented and retrievable.

Information filtering and decision flow control

• Structure and filter operational issues before escalation, presenting facts, evidence and clear options.
• Track actions, owners and deadlines to prevent repeated escalation of unresolved issues.

Facilities and practical office management

• Manage cleaners and facilities contractors and maintain simple schedules and standards.
• Control routine office supplies, consumables and petty cash where applicable.
• Coordinate deliveries, couriers and general office logistics required to keep the office operating smoothly.

Technical administrative support

• Provide practical technical administration, including filing drawings, project paperwork and handover records.
• Read drawings at a basic practical level to support accurate document control and filing.

Authority and boundaries

• Authority to enforce agreed processes, refuse incomplete requests and escalate operational risk.
• No responsibility for business strategy or project delivery performance.

Essential experience and capability

• 5-10+ years' experience in a senior office management, business support or operations administration role within construction, surveying, engineering, architecture or similar professional services.
• Proven, hands on responsibility for invoicing and credit control.
• Strong document control capability, with evidence of maintaining structured, retrievable records.
• High competence with MS 365 and SharePoint; strong Excel skills.
• Familiarity with accounting software such as Xero, QuickBooks or similar.
• Highly organised, detail driven and reliable.
• Calm and effective under pressure, with the confidence to challenge senior colleagues when required.
• Demonstrable experience of personally running office controls, not merely supporting them.
• Ability to be productive and take ownership within the first 30 days.
• Availability to complete a structured handover with the outgoing post holder.
• Experience producing compliance or KPI evidence packs for operational teams.

Right to work checks and basic pre employment checks will be required.

For more information about the role, or to receive a personal recommendation, please contact our recruitment team. Tali - or Yael -