Office Operations Manager

Responsible for organising and coordinating office operations and procedures to ensure organisational effectiveness and efficiency.


JOB SUMMARY:

The Office Operations Manager is responsible for organising and coordinating office operations and procedures to
ensure organisational effectiveness and efficiency.
The Office Operations Manager reports to the European Director of Operations & Finance and will have strong people skills, manage a wide variety of administrative and clerical tasks and manage an administrative team of c. 20 including Executive Assistants, Reception and Facilities. The Office Operations Manager will also oversee both third-party catering and building management teams.

ESSENTIAL FUNCTIONS:

Office and Facilities Management

Manage and coordinate office operations, including overseeing:

• Landlord relationship – attending tenant meetings and reporting to Advent stakeholders
• Facilities Team – ensuring third party equipment, company resources and general infrastructure of the company is maintained correctly
• Organise and plan central office management services, always ensuring exceptional standards are met
• Manage Corporate Travel Programme for London office c. 5 million contract
• Third-party building services team – manage and review service contracts to ensure facility management needs are being met
• Manage full-time third-party catering contract and team c. 7, ensuring appropriate levels of service and hospitality are best in class
• Be able to undertake full vendor analysis and run successful RFP processes for third party suppliers across a wide range of services

Team Leadership

• Lead a team of c.20 (15 EAs, 2 Facilities Assistants, 3 Receptionists)
• Ensure that the office administration team provide best in class service to deal team and corporate functions, working effectively as a team
• Supervise in-house catering team members
• Ensure adequate staffing levels to cover for absence and peak in workload
• Manage annual performance evaluations and goal setting, ensuring that effective feedback is sought and
given
• Ensure that office administration team are mentored and developed appropriately
• Assist HR in the hiring process of EAs and Office Management team members

Skills and Expertise

• Excellent time management and organisational skills with strong attention to detail
• Relevant experience in the industry
• Proven evidence of managing groups of staff and projects/initiatives
• Demonstrable experience at senior level in a similar role and industry
• Excellent communication skills both written and oral
• Able to manage a diverse and at times challenging team
• Tack and diplomacy
• Manage annual performance evaluations and goal setting, ensuring that effective feedback is sought and given

Personality profile:

• Communicative and flexible
• Proactive and able to work under pressure
• Robust analytical skills
• Deadline-driven
• Thrives in fast-paced environments
• Fantastic delegation skills
• Team player
• Ability to challenge issues for the benefit of the company
• Proactive in the face of adversity
• Excellent organisational skills
• Punctual and reliable

Additional Requirements/ Qualifications

• Previous hybrid Office Management/Operations
• Experience of managing teams, PA/EA management advantageous
• Budget management experience desirable
• Forward-thinking, proactive, resilient, trouble-shooter – solutions focused!
• Impeccable ‘people’ skills, excellent organisational skills
• Tact, diplomacy but also sensitivity cultivating diverse working relationships
• The ability to embrace and thrive within an all-encompassing hybrid role
• Ability to work in a collaborative and inclusive company culture.


Posted: Sunday, 31 October 2021 || Expires: Tuesday, 30 November 2021