Assistant Office Manager

As Assistant Office Manager, you are responsible for maintaining an efficient and pleasant work environment, ensuring high levels of organisational effectiveness, good communication, and safety. Your role will often extend to the physical office environment, and to the systems that support the office. You will ensure that all aspects of the office are fit for purpose and that all desks, work areas, collaborative spaces and common areas are able to be used in such a way to support hybrid working.    

You will present an excellent impression of the company’s friendliness, professionalism, and high  standards. You will be passionate about providing an extraordinary service and you will be able to work in a fast-paced environment.   

You will also liaise with the core office teams and assist them where necessary, thus building collaboration across the office. These groups include the Green Team, the Social Value and STEM Ambassador(s), the Sports and Social club and Amplify Representative.  

Responsibilities   

Concierge and Contract Caterers  

• Liaise with the onsite catering and concierge teams, acting as point of contact for Smartway and event queries.   

Meeting Rooms and Event Space 

• Ensure video conferencing equipment installed in meeting rooms, and event space is always operational.   
• Carry out weekly checks of non-client facing meeting rooms and collaboration areas to ensure correct set up ready for employee use. This includes checking the battery operated kit is  functional and cables are in good order.   
• Assist with room layouts as requested.   

Office Management   

• Clean, restock and maintain drinks machines, where applicable.   
• Carry out monthly checks of workstations to ensure correct set up – all furniture and IT kit should be present and functional, sit/stand desks are operational, cable management is in order, including office signage 
• Carry out checks of all office signage (including desk stickers) and posters. Remove and replace outdated or damaged posters/signage with updated information.   
• Maintain an organised work area including external/internal storage areas/basement.   
• Report technical faults or maintenance issues using the correct reporting process.   
• Authorised contractors should have access to the building. Unexpected visitors should be referred to the Office Manager. 
• Purchasing office supplies using correct buying channels, once in receipt approve invoices as required.   
• Restock printers and plotters and engage with maintenance contractors where necessary.   
• Ensure recycling and waste management is clearly labelled and maintained.  

Systems   

• Maintain office records where required.   
• Where lockers are provided, manage locker system, and maintain key database. Include quarterly review including condition and utilisation.   
• Smartway Booking Tool, pillar of knowledge and act as first line of support to assist users on a daily basis.   
• Travel, purchasing & AV, provide guidance to users where possible.   

Inductions / Departures   

• Check the weekly starter, leaver & transferee Sharepoint site for the office.   
• Where necessary arrange new starter induction using the Information Pack provided.    
• Arrange access to the building, including staff ID badge or fob.   
• Support collection of leavers’ laptopsand mobile phones.   
• Receive any keys where applicable and store securely.   
• Arrange collection of ID badge and destroy securely and remove from access control system.   

Safety (training provided where required)   

• FAW & Fire Marshal: desirable.  Training will be provided.   
• Food hygiene level 1: desirable. Training will be provided.   
• Allergen Awareness:  desirable.  Training will be provided. 
• IOSH Working Safely:  desirable.  Training will be provided. 
• Daily visual checks of the office.  Report any adverse findings and ensure issues are addressed or made safe in an appropriate timescale.   
• Assist the Office Manager/LSO in responding to SMAs (Safety Observations). Ensure they are closed out within the required timescales.   
• Be familiar with the office SHE Plan.   

General Duties   

• Work with the Office Management Team to ensure the office facilities are available during the locally agreed office opening hours.   
• Assist the Office Manager in monitoring and responding to emails sent to the office mailbox.   
• Act as point of contact for local cleaners, highlighting any areas of concern to the OM.   
• Assist with preparation for large meetings for special events.   
• Ensure all Company, client and visitor information remains confidential.   
• Support the Office Manager with any administrative tasks. 

Training

• First Aid at Work qualification or equivalent.  
• Level 1 Food Hygiene certificate   
• AECOM Fire Marshal training   
• AECOM Lone worker training   
• AECOM Manual handling training   
• IOSH Working Safely