Office Manager

Edinburgh, Midlothian
Taylor Hopkinson Limited

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)