Office Manager

Aecom2; England; On-site; GBP 26,000 - 38,000; Full time

Job summary

AECOM is seeking an Office Manager who will also act as Local Safety Officer to maintain a safe, efficient and welcoming office. You will oversee front-of-house operations, visitor handling, security, inductions, and SH&E planning, while ensuring excellent service and smooth daily workflows in the Westlakes office.

You will manage access control, coordinate with security teams, and support procurement, meeting room readiness, and office facilities.

Responsibilities

• Pre-register visitors into the office systems, to enhance the sign-in experience, and as applicable send pre-arrival information.
• Provide a welcome on arrival for all visitors as soon as they step into the office, sign visitors in (and out) of the office and provide health and safety induction.
• Manage the access control system, issuing passes for contractors and visitors, ensuring access is only provided to authorised personnel and report any intruders immediately
• Offer Wi-Fi code, refreshment, cloakroom where needed.
• Communicate visitor and guest arrivals to the relevant people promptly so that the visitor or guest is either met or escorted to the relevant meeting room / area in a timely manner.
• Ensure that waiting guests are kept informed of any delays. Ensure client has everything they need whilst waiting.
• Escort visitors to the seating area/room/floor.
• Offer, and where appropriate prepare and serve, refreshments for visitors.
• Review meeting and visitor bookings daily, and ensure that requested facilities (room layouts, hospitality, additional facilities) are arranged.
• Maintain meeting room schedules using AECOM Office booking tool, and manage any conflicts professionally.
• Book hospitality lunches and refreshments. Take delivery and store appropriately before use.
• Make the front of house the first point of call for all guest questions and enquiries, from finding local restaurants, travel advice, local knowledge, taxis etc.
• Provide support to the Westlakes office with procurement of office supplies such as stationery and consumables, assisting with IT orders and generating purchase orders for items like milk and plants.
• Carry out daily checks of meeting rooms and collaboration areas to ensure correct set up and readiness for employee use, replenishing consumables as required. Ensure that AV equipment is working, battery operated equipment is functioning and that cables are in good order and correctly managed.
• Carry our monthly checks of workstations to ensure correct set up. Ensure that furniture and IT equipment is present and functioning, sit stand desks are operational, cable management is in order and that blinds are in good working order.
• Carry out monthly checks of all office signage (including desk numbers) and posters, remove out dated posters and signs and arrange replacement of any missing or worn out signage.
• Maintain an organised and tidy work area, including storage areas.
• Report technical faults and maintenance issues via the correct reporting process and ensure prompt close out.
• Manage the locker system and maintain locker & key database, including a quarterly review of floor lockers to check for condition and utilisation.
• Distribute access badges to visitors.
• Verify their clearance status by consulting with the security vetting team for AECOM staff and External Visitors.
• Confirm the clearance status of new employees prior to their start date.
• Maintain an updated security checklist with clearance dates for regular visitors, non AECOM staff/External.
• Liaise with Birchwood Security for any office security issues i.e alarm, door etc..
• Liaise with G4S for Security Cameras, access control ordering new access passes.
• Participate in end market security meetings as required.
• Receive weekly starter, leaver and transferee lists for the office.
• Arrange day one office bookings for new starters.
• Arrange day one induction for new starters
• Provide new starter introduction to office arrangements and safety arrangements and training on Office Booking Tools, travel systems, purchasing systems and AV systems.
• Onboard new starters to office access system, including obtaining photo id access card
• Arrange off-boarding for leavers.
• Coordinate with senior leaders regarding contract leavers.
• Arrange collection of IT equipment, mobile phone and Working from Home kit (if applicable), and arrange transfer of these to the relevant location for refurb / reuse.
• Receive access cards for leavers, and store securely.
• Offboard leavers from the office access system and if possible, recover and destroy used photo id access card.
• Implement effective measures to control Safety, Health and Environmental (SH&E) risks in the office premises (including areas around the office such as workshops, outbuildings,stores, open spaces, or parking, off-site storage / labs)
• Produce, implement, and maintain an Office SH&E Plan, in line with AECOM SH&E policies. This w

Job description

As an Office Manager , you also act as Local Safety Officer (LSO) and are responsible for managing arrangements to maintain a safe, healthy, efficient, and pleasant work environment, ensuring high levels of organisational effectiveness and good communication.

You will present an excellent impression of the company's friendliness, professional service, and high standards. Being passionate for providing extraordinary service, you will be able to work positively in a fast-paced environment.

Role Responsibilities

Front of House

• Pre-register visitors into the office systems, to enhance the sign-in experience, and as applicable send pre-arrival information.
• Provide a welcome on arrival for all visitors as soon as they step into the office, sign visitors in (and out) of the office and provide health and safety induction.
• Manage the access control system, issuing passes for contractors and visitors, ensuring access is only provided to authorised personnel and report any intruders immediately
• Offer Wi-Fi code, refreshment, cloakroom where needed.
• Communicate visitor and guest arrivals to the relevant people promptly so that the visitor or guest is either met or escorted to the relevant meeting room / area in a timely manner.
• Ensure that waiting guests are kept informed of any delays. Ensure client has everything they need whilst waiting.
• Escort visitors to the seating area/room/floor.
• Offer, and where appropriate prepare and serve, refreshments for visitors.
• Review meeting and visitor bookings daily, and ensure that requested facilities (room layouts, hospitality, additional facilities) are arranged.
• Maintain meeting room schedules using AECOM Office booking tool, and manage any conflicts professionally.
• Book hospitality lunches and refreshments. Take delivery and store appropriately before use.
• Make the front of house the first point of call for all guest questions and enquiries, from finding local restaurants, travel advice, local knowledge, taxis etc.

General Office

• Provide support to the Westlakes office with procurement of office supplies such as stationery and consumables, assisting with IT orders and generating purchase orders for items like milk and plants.
• Carry out daily checks of meeting rooms and collaboration areas to ensure correct set up and readiness for employee use, replenishing consumables as required. Ensure that AV equipment is working, battery operated equipment is functioning and that cables are in good order and correctly managed.
• Carry our monthly checks of workstations to ensure correct set up. Ensure that furniture and IT equipment is present and functioning, sit stand desks are operational, cable management is in order and that blinds are in good working order.
• Carry out monthly checks of all office signage (including desk numbers) and posters, remove out dated posters and signs and arrange replacement of any missing or worn out signage.
• Maintain an organised and tidy work area, including storage areas.
• Report technical faults and maintenance issues via the correct reporting process and ensure prompt close out.
• Manage the locker system and maintain locker & key database, including a quarterly review of floor lockers to check for condition and utilisation.

Security

• Distribute access badges to visitors.
• Verify their clearance status by consulting with the security vetting team for AECOM staff and External Visitors.
• Confirm the clearance status of new employees prior to their start date.
• Maintain an updated security checklist with clearance dates for regular visitors, non AECOM staff/External.
• Liaise with Birchwood Security for any office security issues i.e alarm, door etc..
• Liaise with G4S for Security Cameras, access control ordering new access passes.
• Participate in end market security meetings as required.

Inductions / Departures

• Receive weekly starter, leaver and transferee lists for the office.
• Arrange day one office bookings for new starters.
• Arrange day one induction for new starters
• Provide new starter introduction to office arrangements and safety arrangements and training on Office Booking Tools, travel systems, purchasing systems and AV systems.
• Onboard new starters to office access system, including obtaining photo id access card
• Arrange off-boarding for leavers.
• Coordinate with senior leaders regarding contract leavers.
• Arrange collection of IT equipment, mobile phone and Working from Home kit (if applicable), and arrange transfer of these to the relevant location for refurb / reuse.
• Receive access cards for leavers, and store securely.
• Offboard leavers from the office access system and if possible, recover and destroy used photo id access card.

Safety

• Implement effective measures to control Safety, Health and Environmental (SH&E) risks in the office premises (including areas around the office such as workshops, outbuildings,stores, open spaces, or parking, off-site storage / labs)
• Produce, implement, and maintain an Office SH&E Plan, in line with AECOM SH&E policies. This w