Officer Manager (sd/om)
Location: Cardiff, Cardiff
Sector: Business Support
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
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
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