Office Manager

Role: Office Manager

Location - City of London (Bank Station)

Shifts: 37.5 hours per week, Monday – Friday, 8.30am until 5:00pm with 1 hours unpaid lunch break

Work model: Fully onsite after probation opportunity for 1 day per week work from home

Salary: £39,585

Williams Lea seeks an Office Manager to join our team!

Williams Lea is the leading global provider of skilled, technology-enabled, business-critical support services, with long-term trusted relationships with blue-chip clients across investment banks, law firms and professional services firms.

Williams Lea employees, nearly 7000 people worldwide, who provide efficient business services at client sites in often complex and highly regulated environments, from centralised Williams Lea onshore facilities, and through best cost company offshore locations.

Purpose of role 

The Office Manager is responsible responsible for the smooth and efficient running and managing of a diverse range of services such as Office Services, Reception, Reprographics, scanning, archiving and deeds and Electronic working.  The role is highly client focused, dealing with both internal and external clients.

Office Services

• Ensure the provision of adequate cover by the team between the hours of 08:00 - 18:00

• Ensure that the agreed client Service Level Agreements are consistently met and exceeded where possible

• Provide monthly reports to the Account Executive based on information compiled daily by the team

• Closely monitor staff performance and deal promptly with any performance related issues

• Conduct 1:2:1s, appraisals and coaching sessions

• Anticipate and resolve issues where possible

• Implement changes for improvements

• Ensure policies and procedures are met in every instance

• Actively delegate and manage work to ensure best practice is maintained in all areas

• Pro-actively deal with any issues including escalating to Account Manager, providing a summary of the issue and suggested action plan for resolution

• Effectively follow up all Client related concerns and queries

• Ensure that the team work as one and encourage a positive and pro-active working environment

• Be responsible for the day to day running of the team

• Ensure that the workload and team is staffed correctly i.e. absence and holidays

• Monitor staff attendance and timekeeping and respond to issues

• Management of absence process and procedures

• Build an excellent rapport and trusting relationship with the client

Facilities

• Troubleshoot any local issues

• Deal with local facilities issues and arrange for contractors to attend site

• Liaise with client over any issues to reach agreement

Print & Post

• Manage Team that handles Incoming/Outgoing Mail and ensure the agreed procedures are followed

• Manage Team that handles Print & Scan jobs from the Client and ensure the agreed procedures are followed and jobs are processed within the agreed timelines

Reception

• Oversee Reception Team

• Oversee Client Events & Meetings

Health and Safety

• Maintain records of incidents and accidents

• Promote Health & Safety and safe working practices

• Comply with onsite Health and Safety procedures  

• Compile the monthly H&S report and escalate any variances or areas of concern to the H&S representative

• Have an understanding of an employer’s statutory and 'best practice’ Health & Safety requirement

• Conduct workstation assessments

• Communicate proactively with management and staff on all aspects of Health and Safety

• Compile, maintain and utilise accurate Health & Safety records for management information purposes and in line with statutory requirements

Essential skills & Competencies:

• Ability to lead a team

• Customer Focus

• Understand a supplier and client relationship

• Ability to liaise at all levels within the Williams Lea and DAC Beachcroft

• Effective communication –Listening and Written

• Ability to work under pressure, maintaining accuracy whilst achieving timescales

• Accountability and responsibility - Courage

• Ability to work without supervision

Rewards and Benefits

We believe in supporting our employees in both their professional and personal lives. As part of our commitment to your well-being, we offer a comprehensive benefits package, including but not limited to:

• 25 days holiday, plus bank holidays(pro-rata for part time or fixed term roles)

• Salary sacrifice schemes, retail vouchers – including our TechScheme which can be used on a range of gadgets such as Smart TV’s, laptops and computers or household appliances.

• Life Assurance

• Private Medical Insurance

• Dental Insurance

• Health Assessments

• Cycle-to-work scheme

• Discounted gym memberships

• Referral Scheme

You will also have the opportunity to work for a global employer who is dedicated to offering each and every employee an enjoyable, challenging and rewarding career with future career development prospects!

Equality and Diversity

The Company values the differences that a diverse workforce brings to the organisation and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation (each of these being a “protected characteristic” in discrimination law). It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness and transparency.

If you have a disability and would prefer to apply in a different format or would like to make a reasonable adjustment to enable you to make an interview please contact us at careersatWL@williamslea.com(we do not accept applications to this email address).