Office Manager

ADS; Greater London; On-site; GBP 25,000 - 32,000; Part time

Job summary

ADS is seeking an experienced Office Manager to provide high-quality reception and facilities support across our London offices. The role leads a small team of part-time receptionists, ensuring a professional, welcoming environment for staff and visitors.

Responsibilities include overseeing daily office operations, coordinating with contractors, managing meeting room use, and maintaining health and security standards.

Qualifications

• Strong communication skills and confidence interacting with colleagues, visitors and stakeholders at all levels.
• Able to work independently, take ownership and use initiative.
• Strong time management skills and a reliable approach to work.
• Excellent organisation and coordination skills.
• Proactive with a willingness to identify and resolve issues.
• Keen eye for detail and accuracy.
• Able to balance competing priorities and manage a varied workload.

Responsibilities

• Take responsibility for the day-to-day operation of the office environment, ensuring reception and facilities run smoothly.
• Manage and support a team of three part-time Receptionists across two offices.
• Oversee reception to provide a professional, welcoming experience for visitors.
• Ensure visitors are signed in and compliant with health, safety and security requirements.
• Coordinate daily facilities with external contractors and suppliers to address issues promptly.
• Oversee office maintenance, repairs and refurbishments with internal teams and contractors.
• Manage meeting room arrangements, bookings, preparation and scheduling conflicts.
• Ensure meeting room facilities and IT equipment are ready and report faults to IT.

Skills

Strong communication

Independent

Time management

Organisation

Proactive

Attention to detail

Ability to balance priorities

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

The opportunity

To provide a high level of professional and courteous reception service for all staff and stakeholders visiting the building. To answer all calls in a polite and friendly manner promptly and efficiently. Providing support to the office and taking the lead in Facilities Management to ensure all ADS office needs are fully met. Undertake a proactive role to ensure the smooth running of the office.

Role Responsibilities

• Take responsibility for the effective day-to-day operation of the office environment, ensuring reception, facilities and associated office services are well coordinated and run smoothly
• Manage and support a team of three part-time Receptionists across our two offices, ensuring appropriate reception cover and a consistently high standard of service.
• Oversee the day-to-day running of reception, providing a professional, welcoming and friendly experience for visitors.
• Ensure visitors are signed in and managed in accordance with relevant health and safety and security requirements.
• Coordinate the day-to-day facilities requirements of the offices, working with external contractors and suppliers to ensure maintenance and office issues are addressed promptly.
• Coordinate of office maintenance, repairs and refurbishment activities as required, liaising with contractors and relevant internal teams
• Oversee meeting room arrangements, including bookings, room preparation and resolving scheduling conflicts.
• Ensure meeting room facilities, including VC, conference and IT equipment, are regularly checked and ready for use, reporting technical faults to the IT team where appropriate.
• Monitor Reception and Meeting Room inboxes and diaries, responding to queries and requests in a timely manner.
• Ensure incoming internal and external calls are answered professionally and directed appropriately, taking accurate messages where required.
• Act as a first point of contact for general office and facilities queries from colleagues, resolving issues where possible or escalating them appropriately.
• Coordinate aspects of office security services, including monitoring Securitas reports and acting as a point of contact for security issues or incidents, escalating matters where required.
• Liaise with internal teams, contractors and relevant external contacts in response to facilities or security issues.
• Identify opportunities to improve the day-to-day running of reception and office facilities and contribute to improvements where appropriate

What we are looking for

• Previous experience working within office management, facilities or a similar environment
• Strong communication skills and confidence interacting with colleagues, visitors and stakeholders at all levels
• Competent in using Microsoft Outlook, Word and Excel
• A friendly, professional and approachable manner
• Able to work independently, take ownership and use initiative
• Strong time management skills and a reliable approach to work
• Proactive, with a willingness to identify and resolve issues
• Excellent organisation and coordination skills
• A keen eye for detail and accuracy
• Able to balance competing priorities and manage a varied workload

Contract

• Contract; Permanent, Part-time role, Monday to Thursday, 32 hours per week
• Location; Onsite in our London office.