Office Manager

TN United Kingdom; Crawley; On-site; GBP 25,000 - 35,000; Full time

Job summary

An established industry player is seeking a proactive individual for a multifaceted role that combines office management, IT support, and marketing. This position requires a dynamic personality who can manage various tasks, from assisting the Managing Director to organizing company events. The ideal candidate will demonstrate strong communication skills, adaptability, and a commitment to excellence. Join a forward-thinking company where your contributions will make a significant impact on operations and team success. This is an exciting opportunity to grow in a supportive environment while playing a key role in the company's journey.

Benefits

Flexible Working Hours

Training and Development Opportunities

Team Building Events

Health and Wellness Programs

Qualifications

• Experience in office management and IT support is essential.
• Strong communication and organizational skills are required.

Responsibilities

• Assist the Managing Director with office and IT requirements.
• Manage office budgets and organize company events.

Skills

Office Management

IT Support

Communication Skills

Organizational Skills

Problem-Solving Skills

Marketing Skills

Education

High School Diploma

Bachelor's Degree

Tools

Google Analytics

Bullhorn

InTime

Job description

The provided job description contains comprehensive details about the role and responsibilities, but it can benefit from improved formatting for better readability and structure. I will organize it with appropriate HTML tags, such as headers for sections and lists for responsibilities, to enhance clarity and engagement. Minor grammatical corrections and consistency adjustments will also be made to improve professionalism. Here is the refined version:

Social Network Login/Join Role

Reports to: Managing Director

The Role

Key Responsibilities and Duties include:

Overall

• Assist the MD and other shareholders with office and building queries.
• Manage the office and IT requirements effectively at all times.
• Assist in providing an active and effective contract compliance service.
• Produce, review, and implement any business and IT changes to the office.

General

• Manage the office inbox and personal inbox, passing emails to relevant persons promptly.
• Manage the holiday calendar, highlighting conflicts or high absenteeism dates affecting business continuity.
• Arrange meetings and handle personal assistance requests from the MD.
• Collate 1-2-1 forms and scan them promptly.
• Prepare monthly management meetings, minuting and collating issues raised.
• Ensure health, safety, and fire protocols are up to date and that you are familiar with building access and exit points.
• Manage parking queries and overall office parking management.
• Assist with office IT issues/queries as needed.
• Manage the Clearwater website and oversee marketing of Clearwater Social Media applications, ensuring they are professional, user-friendly, and informative.
• Achieve ad-hoc projects and goals set by the MD.

Reporting

• Prepare the Sales monthly presentation, ensuring timely and high-standard development and figures.
• Report live requirement figures and call stats weekly across the business.
• Collate and report business deals in the weekly staff email.
• Report weekly on InTime Timesheet submissions and LinkedIn Recruiter usage.
• Conduct weekly checks on perm and contract deals.
• Report monthly on Broadbean stats, highlighting issues and proposing alternatives.
• Manage the Bullhorn database, generating reports as needed.
• Check Bullhorn for correct usage and highlight issues to management and responsible individuals.
• Manage office systems, Bullhorn, and frameworks, researching and proposing database alternatives where available.

Purchasing

• Order stationery, IT equipment, birthday & work anniversary gifts.
• Purchase office consumables such as milk and fruit weekly.
• Support the MD during monthly awards and ad-hoc needs.
• Manage office budgets, proposing cost-saving measures.

Work Events

• Organize transport, accommodation, and other logistics for company events and conferences.
• Act as the company's point of contact during events.
• Set up for Job Fairs.

Compliance

• Assist in compliance training where available.
• Provide overall Account Management compliance service for clients and candidates in the absence of dedicated compliance staff.
• Answer incoming calls, upload roles and CVs to systems.
• Assist with client queries, amendments, and rebate requests.
• Ensure candidate and client information is current and compliant.
• Keep trackers updated and stay informed of contractual legislation.

Starters and Leavers

• Support onboarding with office supplies, desk setups, and system access.
• Assist offboarding, including profile shutdowns and liaising with external IT.

Marketing

• Create marketing materials as requested.
• Manage social media posts and analyze data from platforms, website, and Google Analytics.
• Update the company website.

IT

• Assist staff with IT issues, liaising with external IT support if needed.
• Order and set up new IT supplies.

Accounting

• Process sales and pay invoices.
• Set up new clients on InTime.

PA

• Manage the MD’s diary and handle other ad-hoc tasks.

Person Specification – Experience and Attributes

• Demonstrate initiative, motivation, trust, and loyalty.
• Complete assigned tasks efficiently and promptly.
• Maintain discretion with confidential and HR matters.
• Exhibit professionalism and good interpersonal skills.
• Show adaptability, initiative, and problem-solving skills.
• Communicate confidently in writing and verbally; negotiate effectively.
• Possess organizational and IT skills.
• Be committed to the success of the firm.
• Be flexible to work outside normal hours occasionally.
• Align with Clearwater values.
• Lead the office and proactively 'make things happen.'