Office Manager Aberdeen

2019-03-13 16:48:502019-04-03Resourcing Group
Job TypePermanent
AreaAberdeenshire, ScotlandAberdeen
SectorFacilities Management & Maintenance
Salary£11 - £13 per hour
Start DateASAP
Job RefOMABERDEEN_1552495729
Job Views104

Office Manager


Full Time

Do you have experience managing a team within an office environment? We are currently seeking an experienced Office Manager to work with our UK leading Facilities Management organisation. Our client manages and maintains some of the nation's most recognised landmarks, high street buildings and homes in your country.

This is a full time role, working 40 hours per week Monday- Friday and the individual applying for this role must be highly motivated and organised.

Main Duties include:

  • Manage a small administrative team, ensuring work is delivered on time and to a high standard
  • Coordinate all local correspondence, calls and visitors to the office, and respond to routine requests for information/questions
  • Act as a conduit for the flow of information between our Business Unit
  • Become our Business Unit's super user in respect of document management, process and systems selected to administer the business
  • Provide the key point of contact with our HR, Finance, Fleet and Payroll central services
  • Support the local and regional management team with admin tasks including diary management, arranging travel and accommodation, setting up conference calls/webex, and organising meetings and hospitality
  • Prepare and distribute reports and attend meetings to take minutes as required
  • Manage the office budget and petty cash and monitor/record expenses
  • Order and distribute stationery, PPE and all other office supplies
  • Organise the office layout and maintain seating plans
  • Oversee the organisation and distribution of incoming and outgoing mail
  • Liaise with service providers and landlord to ensure that office equipment, furniture and facilities are maintained, organise repairs and upgrades, arrange regular testing for electrical equipment and safety devices, and keep servicing records/maintenance agreements up to date
  • Coordinate general upkeep and maintenance of external facilities (car park, yard etc)
  • Create and maintain fire, health and safety procedures for the office and ensure these are followed by all staff
  • Carry out regular internal process and safety audits to ensure current standards are being met; highlight and manage remedial actions through to resolution
  • Assist with local recruitment as required, set up new staff with IT equipment and systems access, and conduct office inductions for new starters and visitors to site
  • Maintain the local asset register (IT equipment) and act as the first point of contact for local IT issues
  • Monitor and keep records for local annual leave and sickness
  • Organise team events and actively seek out opportunities to support the local community in line with the Aberdeenshire Council contract's community investment agenda

Essential Skills and Experience:

  • Highly motivated and organised
  • People management experience
  • Excellent verbal and written communication skills
  • Demonstrable health and safety knowledge in an office environment
  • Experienced and confident working with senior managers and directors
  • Able to build strong relationships with internal and external parties
  • Experience of prioritising workloads, ensuring deadlines are met and standards are adhered to
  • Experience of managing both directly employed operatives and subcontractors
  • Proficiency in Microsoft Office (Word, Excel, Power Point) is essential

The successful candidate for this role has a fantastic opportunity to work for a successful and diverse company. There are potentially long term, stable opportunities for a candidate who can impress and maintain a correct work ethic.

If you meet the above requirements and would like to apply please send your CV or contact Megan on 0131 297 2097

Resourcing Group is acting as an Employment Agency in relation to this vacancy.

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