Outside IR35 contract jobs

Description

Duration: 1 Year
Full-Time: 37.50 Hours Per Week

Role Overview
The Office Manager plays a key role in ensuring the smooth running of the office and providing comprehensive support to both staff and directors. This role requires strong organisational skills, excellent communication, and the ability to manage multiple tasks and projects simultaneously. The Office Manager oversees daily office operations, manages administrative staff, and liaises with contractors and suppliers to maintain a productive and safe work environment.

Key Responsibilities

Office Management
- Oversee the care and management of the entire office, including furnishings and equipment.
- Provide support and care for residents in previous offices (32, 34, and 43).
- Liaise with contractors, workmen, and managing agents (Rendall and Rittner) to coordinate works and address queries.
- Manage office services, including cleaning, air conditioning, energy usage, and company mobile phones.
- Manage contracts with suppliers, including arranging, reviewing, and cancelling services.
- Arrange monthly task lists and job requirements for the handyman, ensuring materials and tools are available.

Health & Safety
- Lead the fire safety and health & safety team, including organising drills, meetings, staff inductions,and PPE.
- Updateand manage company policies,risk assessments (RA),and health & safety training (e.g., ergonomics ,CDM ,CSCS ,asbestos awareness ,working from home,lone working).
- Ensure first aidand fire safety measuresand trainingare in placeand regularly reviewed.

Administrationand Staff Management
- Manage the admin team ,conducting regular one-to-one meetings ,training,and probation reviews .
- Handle staff queries ,approve holiday requests,and manage timesheetsand project allocations .
- Manage archiving processes,both internallyandexternal ly,and ensure accurate recordsare maintained .

Supplier Management
- Liaise with directors regarding timesheet summaries .
- Arrange professional indemnity(PI),public liability(PL),employer liability(EL),and cyber insurance policies .
- Manage company accreditations(SafeContractor ,Constructionline,CQMS)and complete PreQualification Questionnaires(PQQs).

Eventand Travel Management
- Organise events,includ ing food drinks,and décor arrangements .
- Book travelaccommodationsfor directors .
- Bookstaff events such as Race Day .

Marketingand Design Support
- Assistwiththecareofcompany merchandise,business cards,and branded PPE .
- Managing templatesensure outgoing documentsmaintain companystandard s.
 
 
Maintaining filemanagement systemforofficeprojects – QMS .
 
Supportcompany onlineportal management(Rapport)ensure relevant updates .

Accounts
Prepare issue invoicesbased on schedulesapply appropriate mark-ups .
Send invoices supporting attachments clients .
Manage clientqueries regarding invoices process any necessary adjustments .
Send client statementsfollow up outstanding payments .
Provide detailed invoice reportsdirectors.
Reconcile customer accountsensure recordsup to date.
Manage SBK invoices.
Download organise saveinvoiceson internal systems.
AssistManagement Accountantwith ad hoc tasksrequired .

Required SkillsAnd Experience
Strong organisational multitasking abilities .
Excellent communicationinterpersonal skills .
Knowledgeofhealth& safet y regulationsISO standards.
Experience managingcontracts,suppliersfinancial processes .
Proficiencyin MicrosoftOffice(Word Excel Outlook adobeSage)office managementsoftware.
Leadershipteam management experience .