Office Manager Permanent

We are a specialist recruiter, currently recruiting for an Office Manager to join a major partner in engineering and a prime contractor for the aerospace industry based in Bristol.             

The purpose of the Office Manager:
To ensure the efficient running of the 2 offices (Bristol & Chester) and to collate & submit management reports on time to the Operations Director & the parent company. The Office Manager will also support the Product Stream Managers with “transverse functions” (for example: finance, purchasing, HR support and IT support).

Responsibilities of the Office Manager:

• To ensure the efficient running of the 2 offices – Bristol & Chester

• Manage the administration and financial support teams
• Manage the overheads within budget to minimise spend without impairing efficiency
• Liaise with utility suppliers (including BT) to ensure continuous support within budget
• Manage all aspects of health & safety to maintain a good working environment
• Manage the interface with landlords, renegotiate lease agreements as and when required 
• Drive contract and price negotiations with office vendors and service providers to provide the right level of service at the best possible cost
• Liaise with facility management vendors, including cleaning, maintenance and security services to provide the right level of service at the best possible cost
• Ensure the correct levels of insurance are in place

• To collate & submit management reports against strict deadlines imposed by the parent company

• Collate information to prepare the monthly management report for approval by the Operations Director
• Prepare the monthly accounts in collaboration with colleagues in the controlling team
• Record and publish (after validation) minutes from the monthly management meeting
• Ensure data is accurate and up to date 
• Collate information for the quarterly management meetings (excel files and Powerpoint presentation) for approval by the operations director 

• To support the product stream managers

• Manage information security
• Ensure compliance with process and procedures
• Liaise with head office for support/major project implementation
• Purchase any hardware required & connect to the network
• Ensure that data protection laws are being adhered to
• Manage human resources & competences
• Ensure compliance with process and procedures
• Manage recruitment 
• Manage the interface with the Border Agency
• Ensure the employee handbook remains up to date with current legislation
• Manage the interface with outsourced HR supplier and payroll supplier
• Manage purchasing
• Support the assessment and approval of suppliers
• Generate purchase orders from information provided in a purchase requisition
• Maintain the purchase order register
• Represent the UK business within the international group

Person Profile:

• Excellent time management skills
• Ability to multi-task and prioritise work
• Ability to consistently meet deadlines (and escalate issues if there are risks in meeting those deadlines)
• Ability to recognise risk and proactively introduce solutions to mitigate those risks
• Commitment to results-based performance (on time, right quality, on or under budget)
• Strong attention to detail
• Excellent written and verbal communication skills
• Strong organisational and planning skills
• Proficiency in MS Office 
• Good understanding of current information systems
• Appreciation of current legislation applicable to the office environment
• Ability and desire to travel between offices
• Ability and desire to work in a transnational way
• Previous experience as an Office Manager or Senior Office Administrator is desirable
• English language required, some French and German language skills desirable
• CIPD membership desirable
• Cheerful nature – strong proactive interpersonal skills
• Flexible attitude to trying different tasks
• Flexible attitude to working in different facilities 
• Honest and confidential (a person with integrity)
• Self-motivated
• Ability to take the initiative regarding one’s own personal development

If this sounds like the right role for you, please forward your CV to us, where a Specialist Consultant will be in contact with you immediately.