Office Manager (12-Month FTC)

MM Search; Rutherglen; On-site; GBP 30,000 - 40,000; Full time

Job summary

A fast-growing technology company in Scotland is seeking an Office Manager for a 12-month fixed-term contract. The successful candidate will support the Executive Team by managing day-to-day office operations, scheduling meetings, and overseeing office supplies. Essential qualifications include proven office management experience, strong communication skills, and proficiency in Microsoft Office. This role offers a unique opportunity to contribute to a high-growth environment focused on performance and risk management technology.

Qualifications

• Proven experience as an Office Manager, Administrator, Receptionist, or Executive Assistant.
• Excellent written and verbal communication skills.
• Strong organisational and planning skills.

Responsibilities

• Manage day-to-day office operations and ensure a smooth workflow.
• Support the Executive Team with scheduling and travel arrangements.
• Assist in planning office events and maintaining office supplies.
• Handle reception duties and correspondence.

Skills

Office management experience

Communication skills

Proficiency in Microsoft Office Suite

Organisational skills

Multitasking

Attention to detail

Problem-solving

Teamwork

Discretion

Job description

MM Search are delighted to be retained by Utopi, one of the UK's fastest-growing technology companies, to appoint an Office Manager on a 12-month fixed-term contract (maternity cover). This is a fantastic opportunity to join a high-growth, innovative scale-up at the forefront of performance and risk management technology for multi-tenant real estate. The successful candidate will play a key role in supporting the Executive Team and ensuring the smooth, efficient running of Utopi's office during this period.

Company Overview

Utopi is one of the fastest growing companies in the UK. We are a pioneering scale-up technology business that drives performance improvement and improved risk management in multi-tenant real estate. Our platform provides cutting-edge software solutions to centralise, control, and monitor performance and risk across buildings anywhere in the world.

Job Overview

As an Office Manager, you will play a crucial role in ensuring the smooth operation of our office. Your responsibilities will span across administrative tasks, reception duties, executive assistance, and other related tasks to support our team. The ideal candidate will be highly organised, proactive, and possess excellent communication skills.

Key Responsibilities

• Manage day-to-day office operations and ensure a smooth and efficient workflow.
• Provide support to the Executive Team, including scheduling meetings, managing calendars, making travel arrangements, and preparing expense reports.
• Maintain office supplies, anticipating needed supplies, and placing orders for supplies.
• Assist in the planning and coordination of office events, meetings, and conferences.
• Collate relevant information, prepare and distribute the company internal newsletter.
• Oversee the travel mailbox, coordinating and booking domestic and international travel arrangements efficiently and in line with company policy.
• Handle mail distribution and manage outgoing correspondence.
• Help maintain a well‑organised and efficient office environment.
• Help develop and implement office policies and procedures, and ensure they are followed.
• Serve as the first point of contact for the company, handling reception duties including greeting visitors, managing incoming calls, and corresponding to emails.
• Prepare reports and presentations as needed.
• Undertake special projects and additional duties as required.

Skills and Qualifications Requirements

• Proven experience as an Office Manager/Administrator, Receptionist, or Executive Assistant.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite and other office management tools and applications.
• Strong organisational and planning skills.
• Ability to multitask and prioritise work effectively.
• High attention to detail and problem‑solving skills.
• A positive attitude and the ability to work independently as well as part of a team.
• Discretion and confidentiality.

Utopi is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.