Office Manager

HKA is one of the world’s leading privately owned, independent providers of consulting, expert and advisory services for the construction, manufacturing, process and technology industries.

As trusted independent consultants, experts and advisors, we deliver solutions amid uncertainty, dispute and overrun, and provide the insights that make the best possible outcomes a reality for public and private sector clients worldwide. Our experts have testified across the globe on many of the largest quantum, delay, engineering and commercial damages matters.

As part of the HKA team, you can expect:

• A strong collaborative culture focused on providing outstanding client care whilst supporting our colleagues.
• The opportunity to be a key player in providing an exceptional experience for our flagship London office and contribute to driving the future success of our global business.
• The opportunity to work alongside a close-knit business support team working closely with some of the best experts in the world.

The Opportunity:

HKA has an exciting opportunity for an Office Manager to join our flagship London office. We are looking for a polished, high-calibre, articulate, and energetic person capable of leading a team of office managers across our UK and European businesses. Your primary focus will be the smooth running of all office operations and with full responsibility for the day-to-day running of our flagship London office.

Our ideal candidate will be a strong leader with experience of effectively managing people, be a strong communicator, with a passion for high standards of excellence. You will be the key driver in ensuring our business support team provides seamless first-class service delivery to a highly professional services office network across Europe.

You will consistently seek to drive excellence with our internal professional and operational colleagues, enhancing and encouraging colleagues to be highly effective and well-supported in the office.

You will have a strong client-centric attitude, playing an important part in the HKA client and user experience by focusing on building a friendly and efficient rapport with and for our clients.

This role reports to the Office Lead and is full-time. It is based five days a week in our London Office on Victoria Embankment.

Role and Responsibilities:

• Responsible for managing arrangements for guests and visitors, acting as the Welcome Officer for HKA in London, so that all guests receive a first-class service.
• Management and coordination of meeting room diaries and logistics. Scheduling of appointments and liaising with clients both face-to-face and over the telephone.
• Arranging catering for office events and meetings.
• Assisting with external client and office events.
• Supporting and, where possible, organising local staff events.
• Scheduling quarterly office staff meetings including setting the agenda, arranging presenters and managing the slide deck.
• Responsible for Health & Safety within the London office, including working with the European ISO manager to ensure the ISO accreditation processes for the London office are adhered to.
• Liaising with Landlord, Security, Reception, Post Room and Building Maintenance division for all facility matters.
• Local induction and on-boarding of new starters as part of our Global onboarding process, as well as off-boarding leavers.
• Approval of invoices in line with Group Approvals Matrix and local Capex and Opex budgets.
• Leading and undertaking necessary administrative tasks as and when needed to ensure that both the office and our service line teams are fully supported, and to maintain our record of high standards.
• Overseeing the operation of all UK and European offices (Birmingham, Glasgow, Warrington, Durham and Madrid, Paris, Rotterdam, Amsterdam and Dusseldorf).
• Ordering Business cards for all European locations.
• Managing accounts for supplies for all UK offices.
• Assist with all lease renewals, office moves, fit out projects and maintenance for all European offices.
• Collaboration with the wider Business Support team.
• Line management of Office/ Facilities assistant in other offices.
• Be a member of the CIT (Community Impact Team) and the London Social Committee.
• Assist the IT team as and when required.
• Manage communications to the London and wider European offices.
• Maintain the access control to the building.
• Availability to travel to other office locations in UK and Europe.

Skills and Experience:

Ideally you will possess the following skills and experience:

• Strong, well-rounded experience in an Office Management role.
• A passion for excellence, client care, and providing a happy, efficient, professional, and well run office experience.
• Excellent Microsoft Office skills particularly in Outlook, Word, Excel, and PowerPoint.
• A friendly, approachable individual with first class client service.
• Must have exceptional organisational and prioritising skills and ability to deal with all levels of individuals.
• The ability to build and develop strong relationships across all functions.
• Strong logistical experience, the ability to manage multiple tasks at once whilst still providing the same consistent service every time.
• Whilst not essential experience of ISO accreditation processes would be preferred.

What we offer:

At HKA we recognise that our people are critical to our ongoing success. Our priority is to provide an inclusive and collaborative culture aimed at providing the best opportunities for our people to thrive and develop in their chosen career path.

Our Global Recruitment team is committed to providing an authentic candidate experience for all those who take the time to apply to HKA. We are committed to providing an efficient and insightful recruitment process giving candidates a true reflection of life at HKA. We are committed to responding to all applicants who apply by the closing date.

ED&I at HKA:

HKA has a thriving ED&I committee working hard to provide an inclusive and welcoming environment for a truly diverse set of employees. We are committed as a business on the continued improvement of our Equality, Diversity and Inclusion strategy, please visit our careers page for further information or feel free to ask our recruitment team for further information.

All HKA employment decisions are firstly made on merit and shall be made without regard to age, disability, gender or gender reassignment, marriage, and civil partnership, pregnancy and maternity, race, religion or belief, sex, and sexual orientation, or any other basis in compliance with local legislation.