Office Supervisor

UK Mission Enterprise Limited; Longcross; On-site; GBP 28,000 - 36,000; Full time

Job summary

UKME provides a 6-star private concierge service across the UK, based in London and offering round-the-clock support to VIP clients. This Office Supervisor role oversees seasonal staff, ensures SOPs and client culture are upheld, and manages administrative operations, budgets, and scheduling.

They require strong health and safety awareness, advanced administrative training, and experience in procurement and office management.

Qualifications

• Experience in administrative roles within corporate facilities or private property environments.
• Proven ability to manage petty cash and procurement processes.
• Strong health and safety awareness and compliance.
• Proficient in MS Office (Word, Excel, Outlook) and internet use.

Responsibilities

• Train and supervise all Guest Services Team seasonal staff, including receptionists and office assistants, Personal Shoppers, Childrens entertainment co-ordinators, accounts and events team ensuring SOPs, Code of Conduct and client culture are understood and followed.
• Check and approve team timesheets weekly, logging hours, leave and sickness.
• Organise and maintain staff rotas to ensure 24/7 office coverage during high season.
• Oversee office environment, including H&S compliance and accident form completion.
• Oversee petty cash management and expense reconciliation with accounts.

Skills

Health and Safety

Administrative training

Petty cash management

Office administration

Procurement

MS Office

Education

Advanced administrative or secretarial training

Tools

MS Office

Job description

Office Supervisor Key Responsibilities:

• Train and supervise all the Guest Services Team seasonal staff, including receptionists and office assistants, Personal Shoppers, Childrens entertainment co-ordinators, accounts and events team ensuring they are familiar with our requirements, are fully aware of what is expected of them in their role, adhere to Standard Operating Procedures (SOPs), Code of Conduct, and understand client culture
• Check and approve team timesheets on a weekly basis ensuring correct hours worked are logged as well as leave and sickness
• Organise and maintain staff rotas to ensure 24/7 office coverage during high season
• Manage the office environment, including H&S compliance, and ensure proper completion of Accident forms
• Oversee the management of petty cash, ensuring receipts are obtained for all expenditures and sent to accounts department for reconciling
• Locate short term property rentals, and ensure client satisfaction with their accommodations and year-round service provision
• Manage rental properties while in our possession, and check regularly for any deterioration / issues with the property ensuring agents / landlords are made aware if appropriate
• Coordinate entertainment, events, and day trips for clients, both within and outside the estate
• Assist with party planning and related purchases as well as on the day set up
• Arrange contractors to provide services such as swimming instructor / Sports instructor etc
• Liaise with the Medical Department for the setup of medical and dental appointments and inform Clients accordingly of schedule
• Report maintenance or housekeeping issues to the appropriate departments for resolution
• Organise flower arrangements for the house or for client gifting
• Inform Security and Operations Logistics of any client movements to prepare security arrangements
• Maintain an up-to-date contacts list for staff and creditors
• Handle private purchases for clients and liaise with IT to ensure the proper functioning of mobile phone
• Maintain an accurate inventory of client mobile phones held at the office and prepare before arrival
• Oversee the packaging and shipping of items to Dubai, including cargo preparations and documentation ensuring all due processes are followed
• Any tasks or responsibilities as requested by management within the scope of the position.

Knowledge and Skills:

• Strong Health and Safety awareness
• Advanced administrative or secretarial training
• Experience managing petty cash floats and procurement
• Experience in administration, particularly in corporate facilities or private property environments
• Experience in creating purchase orders and securing payment authorisation
• Proficiency in MS Office (Word, Excel, Outlook) and internet use

UKME is an organisation dedicated to providing a 6 star quality private concierge service to exclusive VIP Clients, across the areas of property maintenance, in-house recruitment, procurement, finance, IT and human resources services. Based in London but providing services the length and breadth of the United Kingdom, UKME is continuously available for its clients, 24 hours a day, 365 days a year. Not only does UKME provide its clients with first class chauffeuring, housekeeping and operational services, but it also gives them high quality technical support, essential in today’s high tech world. UKME only recruits and employs the highest calibre of staff and has a strong network of strategic partners and suppliers that it uses to deliver high quality services and solutions to its clients. At UKME, we have a "can do" attitude to every request from our clients, no matter how unique or challenging.