Officer Manager (sd/om)

Job type: Permanent, Full time

Location: Cardiff, Cardiff


Sector: Business Support

Job description

Our client based in Cardiff city centre are a well established, professional and thriving Architectural firm.

They are currently looking for an office manager to ensure the office administration and facilities are run smoothly. An ability to get involved with marketing activities is also part of this role which makes it an attractive and interesting opportunity.

Skills and Personal Qualities

Flexibility and openness in approach and willingness to work as a team player.

Strong IT and typing skills, including Microsoft Office Suite (Word, PowerPoint, Excel, Outlook, PowerPoint, and Publisher) and other commonly-used office packages

Previous experience with Adobe InDesign would be useful

Personal Qualities

Excellent interpersonal, oral and written communication skills, with the ability to converse at senior and Board level

Organised and efficient with attention to detail

Ability to work effectively, efficiently under pressure and to tight deadlines

Flexibility and adaptability to changing workloads

Positive and 'can-do' attitude



Strong team player who can work in a multi-disciplinary team

Good time management

Negotiation and relationship-building skills

A problem-solving approach to work

Project-management skills

A familiarity with legislation in the areas of employment, equality and diversity, and data protection - this is useful, but not essential.

Office Manager Responsibilities

Acting as first point of contact for all visitors, this includes operating the buzzer entry system, meeting and greeting

Answering all incoming telephone calls and directing to the relevant departments/staff

Monitoring of email inboxes

Receiving and distributing office deliveries

Managing outbound post

Scheduling and managing both internal and external meetings, including catering for, but not limited to Client, CPD & Crit meetings

Organising transport and accommodation for staff

Organising company events, conferences, award ceremonies and hospitality events.

Processing Award applications

Organising the office layout and maintaining supplies of stationery, kitchen supplies, cleaning supplies, office consumables and equipment

Dealing with correspondence, complaints and queries

Managing databases - Phone lists, client databases, job numbers etc

Develop and implement new administrative systems, such as record management

Preparing letters, presentations, brochures and reports

Assist with press releases and client updates (Training provided)

Liaising with staff, suppliers and clients

Implementing and maintaining procedures/office administrative systems and company document templates

Manage online and paper filing systems including emails, spreadsheets, images and databases, to ensure the efficient running of the office, including Scanning and photoshopping

Organising induction programmes for new employees

Attending and taking minutes in meetings with senior management

Assisting the organisations HR function by recording staff absences

General administrative support for the Directors, including diary management, electronic filing of emails and documents.

Fire Marshalling duties including fire alarm tests / checks (training provided)

First Aider Duties (training provided)

Handling petty cash

Maintaining the condition of the office, including tidying, filling & emptying dishwasher and arranging necessary repairs and servicing, window cleaning, liaising with cleaner, refuse collection, etc.

Supporting the HR, IT and Finance function, as and when needed.

Organise company printed material and presentation material - brochures, marketing material, gifts, etc;

A salary of 23000 plus benefits such as health care, death in service and pension are available for this role

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