Office Manager

Overview

An exciting opportunity has arisen within Element for an experienced Office Manager to join the team in the beautifully renovated Head Office in central London. In this role you will be responsible for overseeing the upkeep of the London Head Office ensuring facilities are safe and secure and being the go-to person for any internal facilities queries. You will provide general office administrative support and be the point of contact for all guests i.e., welcoming clients and providing refreshments, couriers etc.

Responsibilities

Duties will include but not be limited to:

Health & Safety

• Adherence to H&S requirements, ensuring appropriate training of fire wardens, first aiders, evac chair and maintaining emergency evacuation procedures
• Managing all risk assessments such as fire risk assessments, desk assessments, lighting checks, PAT testing, water assessments
• Keep first aid kits stocked and perform regular checks on defibrillators to ensure they are working on each floor
• Conduct health & safety inductions for new employees

Cleaning

• Managing cleaning staff ensuring cover is arranged and responsibilities are met
• Arranging quarterly window, floor and high level cleans out of hours

Maintenance, Repairs & Suppliers

• Responding quickly and efficiently to any issues or emergencies that arise
• Arrange general maintenance and repairs with suppliers (coffee machines, taps, dishwashers, printers etc.)
• Coordinate office move, refurbishments, and space planning should the need arise
• Renew contracts for suppliers

Security

• Keep London office employee distribution list up to date
• Manage office security fobs and arrange for new employees
• Manage locker and bike storage assignments
• Manage Entry Pass security system – pre-register guests / contractors and set up new employees on the system

Meeting Rooms

• Book meeting rooms onsite / offsite, ordering lunches and refreshments as required
• Manage meeting room calendars to ensure there are no double bookings and resolve issues as they arise
• Oversee large conference room setup which includes wall removal / installation between two small conference rooms and moving a table on wheels from storage room into position to connect 3 tables to make 1 large conference room table.
• Coordinate VC tests with IT for important meetings
• Complete meeting room setup including all refreshments

Building

• Attending tenants’ meetings
• Liaise with the building manager and landlord, handling any building issues in a timely fashion
• Coordinate with building facilities team for building maintenance needs e.g. site engineers and contractors for riser access, pest control, access to panels for M&E checks, atrium access and blind repairs/window cleaning

Administrative Assistant

• Arrange couriers and sort / distribute post
• Process office POs
• Process company credit card expenses
• Monitor stock of stationery, groceries, coffee, fruit, milk and reorder as necessary
• Organise staff socials and ad hoc company events
• Lunch orders for C-Suite Executives
• Process expense claims and assist with travel arrangements for EMEAA senior leadership
• General administrative support for C-Suite Executives as required
• Provide annual leave / sickness cover for C-Suite Executive Assistants

Reception

• Main contact for building reception for all guests, deliveries, couriers, etc
• Greet guests for Executives upon arrival, lead them to meeting rooms and arrange refreshments for meetings
• General housekeeping: ensuring meeting rooms, kitchen and breakout areas are clean and tidy throughout the day

Skills / Qualifications

• Strong working knowledge of H&S, compliance, and building systems
• Experience of facility management of an office or building
• Reliable with high level of attention to detail
• Proven ability of Microsoft Office (Advanced Outlook and Excel essential)
• Good communication and strong interpersonal skills
• Able to make sound judgements
• High levels of professional integrity with proven ability to manage confidential information
• Superb organisation skills, with experience of working to tight deadlines
• Team player attitude and the ability to work independently

Diversity Statement

At Element, we always take pride in putting our people first. We are an equal opportunity employer that recognizes diversity and inclusion as fundamental to our Vision of becoming “the world’s most trusted testing partner”.

All suitably qualified candidates will receive consideration for employment on the basis of objective work related criteria and without regard for the following: age, disability, ethnic origin, gender, marital status, race, religion, responsibility of dependents, sexual orientation, or gender identity or other characteristics in accordance with the applicable governing laws or other characteristics in accordance with the applicable governing laws.

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c) 

“If you need an accommodation filling out an application, or applying to a job, please email Recruitment@element.com”

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