Full job descriptionA new position has arisen within a specialist Real estate Finance company in the city ( Close to Liverpool street). The role is fully office based.
Purpose of the roleThe Office Manager keeps the office running so the lending teams can focus on deals.
You will own the premises, suppliers, office budget and core admin, and act as the first point of contact for visitors and staff.
This is a hands-on role in a small team. You will report to the executive team and act as their executive assistant, and there is room to shape how the office runs from the ground up.
Key responsibilitiesPremises and facilities
*Run the day-to-day operation of the office, including access, security, keys and alarm
*Manage the landlord relationship, service charge queries and building management
*Manage cleaning, maintenance, repairs and waste contractors
*Own health and safety, fire safety and first aid arrangements, including risk assessments and fire marshal duties
Suppliers and budget
*Manage supplier contracts, renewals and performance, including utilities, telecoms, printing and stationery
*Track the office budget and process supplier invoices for approval
*Look for savings and keep a clear register of contracts and renewal dates.
Executive assistant to the executive team
*Manage diaries for the executive team, scheduling internal, client and funder meetings
*Prepare agendas and meeting packs, and take minutes and track actions for executive meetings
*Book travel, accommodation and restaurants
*Triage correspondence and follow up on actions on the team’s behalf
*Process expense claims for the executive team
People and onboarding
*Prepare for new starters so they have a desk, kit and access on day one
*Support HR admin, including keeping staff records, holiday tracking and right-to-work checks, under the executive team’s direction
*Coordinate team events, socials and the staff calendar
Front of house and admin
*Greet clients, brokers and visitors and manage meeting room bookings
*Keep the kitchen and office supplies stocked, and handle post, couriers and deliveries
*Set up meeting rooms with water, refreshments and biscuits, and clear down afterwards
*Keep office policies and procedures documented and current
Compliance support
*Maintain the records and registers such as visitor logs, data retention and secure document disposal
*Help leadership with insurance renewals, audits and other compliance admin.
The role is available immediately.