Vacancies

Office Manager / Front of House -

Bicester

RED is an award-winning building services design consultancy.  We are looking for an experienced Office Manager / Front of House to join our Bicester office, working within a friendly, fast-paced and creative working environment. 

With at least 3 years’ previous receptionist experience in a corporate environment, the ideal candidate will possess excellent organisational, office, and front of house receptionist skills and the ability to proactively work to deadlines. 

In addition, the ideal candidate will have advanced Microsoft Office skills, with experience of providing receptionist/front of house meet-and-greet services to clients.

ROLE RESPONSIBILITIES

  • To manage our client facing services daily and to perform a variety of administrative and clerical tasks, supporting the wider Admin Team
  • Assisting with the smooth running of projects office processes

Office Management Role

  • Provide an exceptional meet and greet service at all times, proactively welcoming visitors, and clients
  • Manage the meeting room and desk booking systems and process requests efficiently and professionally
  • Organise, set up and clear refreshments/catering when requested
  • Perform regular meeting room and waiting area checks throughout the day
  • Handle all incoming telephone calls/enquiries promptly giving a warm, courteous welcome and using the agreed salutation. Take messages and forward in a timely manner where appropriate
  • Manage the office in a manner that maintains an effective, efficient, and professional working environment
  • Represent RED at meetings with landlord and managing agent as required
  • Participate in reviews of potential new office locations to comment on suitability for accommodating RED office management processes
  • SharePoint Champion for the local office
  • Organising local office events i.e., lunches, dinners, external events, charity events
  • Act as local office COVID coordinator to ensure due process is followed, working closely with the H&S team and other office managers i.e., process for COVID incident, monitoring anti-bac stands etc
  • Act as first point of contact for all office related issues i.e., maintenance, repairs, liaison with landlord, office alarms, pest control etc. Track and close out
  • Management of office cleaning contract

Administration Role

  • Management and organisation of CPD Seminars and organisation of refreshments and catering as appropriate, update training log
  • Book couriers and receive packages for distribution
  • Reproduction of letters, reports, minutes, and timely processing of general correspondence
  • Ordering office furniture, IT equipment and stationery for the Office
  • Take delegated responsibility for making domestic and international travel arrangements, preparation of itineraries and insurance documentation for engineering staff
  • Delegated overflow admin support as required from sector admin teams
  • Managing end to end processes such as Approved Suppliers
  • Administration of holiday entitlement for local team
  • Managing office welfare facilities – kitchen, consumables, catering, stationery etc
  • Supporting conference and client event management activities
  • Organising and storing paperwork, documents, and computer-based information
  • Dealing with incoming email and post/scanning documents
  • Conduct office inductions for all new starters
  • Reconcile monthly corporate credit card activity on a monthly basis
  • Support Ethics and Risk compliance processes and preparation of necessary paperwork
  • Support project QA compliance and document filing
  • Maintaining and updating of Contact Relationship Management Database (CRM)
  • Acting as key point of contact for local H&S matters pertaining to the office including ensuring compliance of risk assessments, PPE, fire alarms, etc
  • Ensure office visit and COVID self-certification forms have been completed and log updated
  • Managing the support Inboxes and handing correspondence to all emails

 ROLE REQUIREMENTS

  • Minimum 3 years’ previous Office Management Experience
  • Previous experience working within an international organisation preferable, desirably within a consultancy environment
  • Proven experience of fostering a good office environment while closely working with counterparts in other office locations
  • Fire Marshall trained desirable (training will be provided)
  • First Aid trained desirable (training will be provided)
  • Trustworthy, with a mature approach to tasks and the ability to maintain confidential information
  • Possess exemplary time management, multi-tasking, detail-oriented and organisational skills while able to work independently
  • Pragmatic and flexible approach to tasks
  • Competent in research aspects and presenting findings
  • Adept at problem-solving, including being able to identify issues and resolve in a timely manner
  • Ability to prioritise own workload
  • Accuracy/excellent attention to detail
  • Hour’s flexibility (able to carry out overtime at short notice)
  • Excellent interpersonal and communication skills both written and oral
  • Proven experience of operating in a structured and process orientated environment
  • Ability to delegate to junior staff members
  • Ability to work to tight deadlines
  • Ability to communicate clearly, both written and orally

BENEFITS

Salary is commensurate with experience.
Our people work in friendly teams, we offer a comprehensive benefits package and are an equal opportunities employer.
The role will ideally suit UK nationals as we are unable to offer sponsorship at the present time.

Interested applicants may send their resume to careers@red-eng.com


NO AGENTS PLEASE.

Location: Bicester

Region: Europe

Salary: Competitive

Ready to join the team?

If you think you have what it takes to join an award winning team and help RED continue its exciting journey, we want to hear from you.