Office Manager - 3-month Fixed Term Contract

Your Role

Gensler’s London office is looking for an individual to provide robust, reliable support to workplace operations, maintenance and other business activities for a part-time (24 hours per week), 3-month fixed term contract. Use your passion for service and attention to detail to help the Gensler team with routines, rapid requests and exceptional workplace experience. As Office Manager, you will be an integral member in ensuring organisational efficiency by fostering a safe, inclusive work environment. This is an in person, in office role.

What You Will Do

Workplace Operations

• Lead and collaborate to create a welcoming and comfortable workplace for team members, clients and guests.
• Complete checks for the overall functionality, aesthetics and cleanliness of Gensler’s space ensuring it is well maintained to project a clean, organised, clutter-free appearance and professional environment at all times.
• Work closely with IT team to report technical issues and ensure the smooth running of technologies across the work space.
• Provide leadership, direct management, oversight, coaching, development and support for Office Services team.
• Manage Front of House to ensure full reception coverage from 8:00am – 6:00pm Mon-Fri.
• Oversee tracking, security and confidentiality in visitor services.
• Oversee the mail room and all mail flow.  
• Streamline operations and maintain efficiencies by finding ways for continuous improvements.  

Health, Safety & Compliance

• Oversee local Health & Safety & Environmental responsibilities.
• Arrange office PAT testing and DSE assessments, and ensure all statutory inspections are completed in-line with legislation.
• Guide local Fire Safety planning and education.
• Develop and maintain in-office policies with respect to staff.

Facilities & Vendors

• On-site liaison with Building Management & Landlord on all relevant details, including security, maintenance, bicycle/car parking and emergency out-of-hours contact.
• Coordinate local M&E services, planned and reactive maintenance. Respond to urgent repair works around the office and organise weekly handyman hours to relevant tasks.
• Direct the cleaning team.
• Reconfigure furnishings and seating assignments around the office, as required.

 Events & Hospitality

• Manage in-office events, from planning and H&S compliance to overseeing on-the-day logistics. This may range from appreciation and recognition to special events, office tours and clients’ meetings, to learning programs to after-hours client/team gatherings.
• Organise budgets and procurement for events, food + beverages and office supplies.

Your Qualifications

• 7+ years of experience in office/workplace facilities, customer service and team management
• Experience in a large professional services environment preferred – creative industries are a huge plus
• Reputation for strong client/team support required  
• Event planning/management and hospitality experience is a distinct advantage
• Strong facilitation, team building, relationship and problem-solving skills.
• Proven ability to lead, motivate, coach and manage team members
• Approachable personality with excellent communication skills
• A demonstrated ability to partner with the business to uncover business needs and objectives, craft appropriate strategies, and identify/implement efforts to help achieve goals.
• Strong project management skills, ability to handle multiple competing priorities
• High attention to detail, organized with strong follow-through

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