Office Manager

Taylor Hopkinson Limited; Scotland; On-site; GBP 35,000 - 50,000; Full time

Job summary

A leading renewable energy firm in Scotland is seeking an Office Manager for a major Offshore Wind Project. The successful candidate will oversee office operations, ensuring compliance with health and safety regulations while managing contracts and budgets. You'll be responsible for onboarding new employees, managing access control, and supporting project communications. Ideal candidates should have a strong background in office management and experience in hospitality, along with excellent IT skills. This position offers an opportunity to contribute to a significant renewable energy initiative.

Qualifications

• Knowledge of health and safety regulations including fire and first aid procedures.
• Ability to work independently and within a team.
• Familiarity with office services and operations.

Responsibilities

• Lead the management of external office interfaces.
• Ensure compliance with office budget and contracts.
• Manage new joiners through onboarding and offboarding processes.
• Handle access control and security procedures.
• Coordinate and support project team events and logistics.

Skills

Health and safety knowledge

Self-motivation

Team collaboration

IT application skills

Hospitality experience

Job description

Office Manager for a major Offshore Wind Project based in United Kingdom

Responsibilities

• Lead and manage all the external interfaces for the office (e.g., building contractors, IT provider, Security provider, Landlord, Cleaning company, Facilities Provider, Utilities companies etc.).
• Manage the lease and office contracts to ensure compliance with the office budget and contract obligations. Manage all relevant invoice approvals. Ensure that the office budget tracker is kept up to date and accurate.
• Lead on ensuring the office is compliant with the relevant legislations and regulations (e.g., HSE, fire etc.). Knowledge of site and procedures.
• Manage new joiners process and support onboarding/ deboarding: include new joiners to, mailing distribution lists, delete leavers from mailing distribution lists, consult with IT for SharePoint access, add new joiner in org chart/ delete leaver from org chart/ maintain org chart, local induction
• Responsibility for managing access control and associated procedures to ensure that only those persons who are authorised are afforded access to the building and/or office space.
• Development of an access control (including visitor) policy and security policy. Issuing and management of key fobs, Issuing of visitors passes,Building and office space induction, Liaise with the building manager on any security or access control related matters, Liaise with the business security manager,Health and Safety, Fire warden duties,First aiders duties and organise first aid training as required
• First point of contact for office accidents, ill health and near misses, support in incident
• General office administration and management support.
• Support comms team with project messaging
• Maintain Governance & holiday calendar
• Manage office space for the team including availability of desks for visitors.
• Ensure all areas are compliant with relevant policies and procedures, and where appropriate, actively contribute to continuous improvement programmes.
• Other ad hoc administrative duties eg: sourcing and booking meeting rooms, ordering stationery and catering.
• Provide admin and coordination support to Project Director and Deputy Director as needed.
• Event / meeting coordination (as required):
• Set up and manage a range of conference meetings.
• Organise events/ meetings hosted by Management Team and arranging relevant facilities and logistics.

Requirements

• Knowledge and understanding of the health and safety relevant to the office inc. Fire, First Aid DSE, and Accident reporting.
• Demonstrable ability to work independently and as part of a team.
• A general awareness of workplace services and operations.
• Good IT skills and ability to use application-based software.
• Experience in a hospitality background.
• First aid and Fire warden trained (desirable)