Office Manager

Office Manager

  • Location


  • Sector:

    Administration, Support

  • Job type:


  • Salary:


  • Contact:

    Michelle Brightly

  • Contact email:


  • Job ref:


  • Published:

    over 1 year ago

  • Expiry date:


Reporting to the Office Head and, both managing and working alongside the current Office Facilitator. The Office Manager is responsible for ensuring the smooth day to day running of the London office. You will be working alongside the HR, IT and Facilities functions, the Office Manager will also be the first point of contact for some external relationships such as suppliers and management service providers.  Part of the role will be to trouble-shoot, assist and help evaluate the development of the London Office’s pilot of open-plan workspace and flexible working arrangements for fee earners.   
Daily duties include: 
  • Ensure the seamless running of meeting room bookings, to include arranging refreshments and catering for meetings and timely clearing of meeting rooms
  • Where video conferencing is required, ensure this is set up in good time for the meeting, in working order, and, with the help of IT, troubleshooting any connectivity issues should they arise.  There are occasions when videoconference calls may start before 9am because of European time zone 
  • Kitchen and toilet areas: that they are fit for purpose, hygienic and health and safety compliant flagging any issues to the building maintenance team; ensuring consumables do not run out
  • Monitoring and reviewing office consumables and ordering to ensure cost effectiveness.
  • Keeping petty cash topped up and all expenses are logged into the system promptly
  • Making sure fee earners expenses returns across the office are made promptly and are up to date
  • Ensuring that documents fed into the email box are e-filed away within 24hrs; whether by the facilitator or other support staff 
  • Any other ad hoc duties or tasks as may be requested by the Office Head or London partners
  • Health and safety lead for the office, ensuring full H&S compliance, plus co-ordination of fire wardens and first aid
  • Electrical testing compliance
  • Ensuring that the business is compliant with all terms of the building lease agreement
  • Keys, entry fobs, alarm system, including alarm system monitoring and acting as the main contact for out-of-hours security and alarm triggers
  • Work with IT support and HR in making sure London office has a disaster recovery plan and some resilience testing of this
  • Working with HR and IT to ensure that all requirements are in place for new joiner’s first day: and that the induction process takes place
  • Leavers: ensure timely and safe return of all HGF assets and keys, etc
  • Manage holiday and sickness records for the office
  • Maintaining staff list with line management information 
  • Support the staff appraisal process, keeping records as appropriate
  • Coordinating and arranging dates for London partners meetings and any lunches which are usually on a monthly basis
  • Public holiday arrangements; whether firm-wide or London specific, for incoming communications are communicated and implemented
  • Drawing up staffing rotas for holiday periods, i.e. Christmas and New Year, and Easter periods
  • Supporting the organisers (whether locally in London or another office) with London office practicalities associated with staff and/or partners social events.