Office Manager

Riach Architects; Oxford; On-site; GBP 28,000 - 40,000; Full time

Job summary

A leading architectural firm in Oxford is seeking an experienced Office Manager to support daily operations. You will manage office functions including financial processes, human resources, and facilities management. Ideal candidates will have proven office management skills and experience with financial procedures. This full-time role offers a salary ranging from £28K to £40K, with opportunities for flexible working and career progression.

Responsibilities

• Manage daily office functions and administrative responsibilities.
• Direct communication to team members as the front contact.
• Organize office maintenance, events, and CPDs.
• Issue invoices, manage payroll, and keep HR documents.
• Coordinate interviews and manage staff records.

Skills

Proven experience in a relevant role

Experience of financial processes

Ability to be smartly presented

Ability to prioritize tasks

Good written and verbal communication skills

Strong organizational and planning skills

Proficiency in MS Office (Excel and Outlook)

Willingness to develop and expand the role

Tools

Practice management software

MS Office

Job description

30-40 hours per week, office based in central Oxford – potential for flexible working. Salary £28K-£40K FTE (DOE). We are recruiting a new Office Manager in a wide-ranging and pivotal role supporting our friendly team of architects in our Oxford office.

Riach Architects is widely recognised as one of the leading practices in the Oxford area; if you possess suitable office management skills and experience, we would love to hear from you. The role is office based but there is opportunity for flexible working.

General Role

The role requires the effective management of daily office functions and administrative responsibilities, including:

• Front of house role, being the first point of contact for general phone calls and e-mails – directing communication to members of staff as appropriate.
• Managing office utilities and price negotiations with vendors and service providers.
• Managing office databases and archives, including entering issued fee letters and creating and updating job folders.
• Managing day-to-day office maintenance & repairs, including cleaning, fire detection and security services.
• Organising office annual events, including networking events.
• Organising CPDs for the office.
• Managing website administration and keeping information up to date.
• Managing practice insurances.
• Monitoring professional subscriptions and registrations for the practice and individual staff.
• Ensuring the office is well presented and stocked with stationery, office supplies, refreshments, and other requirements for day-to-day running.
• Managing company vehicles, including servicing and admin.
• Liaising with building tenants and helping to administer tenancy contracts.
• Maintaining GDPR compliance.
• Helping foster a positive team culture and inclusive working environment.
• General ad-hoc office duties.

Office Financial Management

• Issuing prepared invoices to the clients.
• Liaising with the architects managing the debtors list and carrying out debt chasing.
• Running practice management software, including adding jobs, clients and fee stages.
• Managing staff timesheets, reviewing submitted hours and processing payroll.
• Managing incoming invoices from suppliers and staff expense claims.

Human Resources

• Liaising with our HR support provider and maintaining HR & H&S documents.
• Drafting and managing employee contracts.
• Managing staff induction, annual leave & sickness leave processes.
• Managing staff records.
• Monitoring holidays, study days, and managing payroll changes.
• Advertising job vacancies, screening CVs, and coordinating interviews.

Skills And Experience

• Proven experience in a relevant role.
• Experience of financial processes relevant to those listed above.
• Ability to be smartly presented and handle a public-facing role, both face-to-face and over the telephone.
• Ability to prioritise and manage several tasks simultaneously.
• Good written and verbal communication skills.
• Strong organisational and planning skills.
• Proficiency in MS Office (Excel and Outlook in particular).
• Willingness to develop and expand your role with the practice as it grows.

We are offering a wide range of potential salaries allowing for career progression and for candidates with varying experience. If you feel you would be a good fit, please send in your CV and we look forward to reviewing it further with you.