Assistant Office Manager

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.

Role Responsibilities:

Front of House

• Review meeting and visitor bookings daily, and ensure that requested facilities (room layouts, hospitality, additional facilities) are arranged.
• Pre-register visitors into the office systems, to enhance the sign in experience, and as applicable send pre-arrival information.
• Provide a welcome on arrival for all visitors as soon as they step into the office, sign visitors in (and out) of the office and provide health and safety induction.
• You’ll assist with managing the access control system, issuing keys or passes for contractors and visitors, ensuring access is only provided to authorised personnel and report any intruders immediately.
• Communicate visitor and guest arrivals to the relevant people promptly so that the visitor or guest is either met or escorted to the relevant meeting room / area in a timely manner.
• Book hospitality lunches and refreshments. Take delivery and store appropriately before use.
• Make the front of house the first point of call for all guest questions and enquiries

Post

• Handle incoming and outgoing mail and courier services.  Maintain the franking equipment and post room, or online postage service account.

Day to day management of safety

• You’ll assist in implementing effective measures to control Safety, Health and Environmental risks in the office on a day-to-day basis, under the supervision the Office Manager. Full training and support will be provided.

Office Management

• You’ll work with the Office manager in maintaining the office to give a great working environment for our employees.
• As a key member of the Office Team, you’ll assist in welcoming new starters and ensure their integration into the office team.Maintain a tidy reception and lounge area ensuring that refreshment facilities are replenished and everywhere is clean and tidy.
• Carry out regular room checks to ensure correct set up and readiness for guest use, replenishing consumables as required. Check that all AV equipment is working and report any unresolved issues to IT or Facilities Management. Ensure that AV instruction guides are in the room and available to users.
• Maintain an organised and tidy work area, which includes the desk, meeting rooms, and back office.
• Ensure booked authorised Contractors have access to the building as required and refer unexpected Contractors to Office Manager prior to admitting.
• Events Management.  You’ll also assist your Office Manager to ensure that local events are put on for major corporate events, e.g. Mental Health Awareness Week, Town Halls, International Women’s Day and to enable socialising or networking amongst the local team.

Systems

• Maintain external meeting room schedules using appropriate AECOM Office booking tool and manage any conflicts professionally.
• Be the local contact for managing and maintaining the Office Sign In system for visitors.
• Have a strong knowledge of our travel booking systems, office booking systems and purchasing systems i to support others with bookings and purchases

Safety Training (training to be provided as required)

• Desirable to hold First Aider and Fire Marshal training, and act in these roles as required.
• Hold level 1 (or 2 if relevant to location) food hygiene certificate and ensure food hygiene processes are applied in kitchen and food service areas.