Assistant Office Manager

Responsibilities

• Office Management:
• Maintain tidy office and kitchen environments ensuring all consumables are replenished.
• 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.
• Monthly 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 Remove and replace outdated or damaged posters/signage with updated information.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.
• 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,
• Restock printers and plotters and engage with maintenance contractors where necessary.
• Ensure recycling and waste management is clearly labelled and maintained.
• Key register: where used maintain a key register and conduct periodic checks.
• Ensure sufficient keys are available to maintain access and security.
• Systems:
• Maintain office records where required.
• Where lockers are provided, manage locker system, and maintain key database. Include quarterly review including condition and utilisation.
• Hubstar Booking Tool: 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.
• Arrange off-boarding, Teams channel and Viva Engage page.
• Support leavers with collection of IT kit and 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.
• AECOM Lone Worker training: desirable. Training will be provided
• AECOM Manual Handling training: desirable. Training will be provided
• IOSH Working Safely: desirable. Training will be provided
• Allergen Training: 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 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.
• Ability to work under general supervision and manage changing priorities as and when they arise.
• Strong interpersonal, verbal, and written communication skills with good organisational and negotiation skills.
• Ability to work independently and as part of a team.
• Proficient in use of Microsoft Word, Excel, Outlook, and other online tools.
• Good customer and stakeholder service ethic and attention to detail.
• About AECOM

Benefits

Additional Information

As Assistant Office Manager you'll be responsible for managing arrangements to maintain a safe, healthy, efficient, and pleasant work environment, ensuring high levels of organisational effectiveness and good communication. You will also help to build community in the office through a range of local events and initiatives. You will present an excellent impression of the company's friendliness, professionalism, and high standards. Being passionate for providing extraordinary service, you will be able to work positively in a fast-paced environment.

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