Office Manager - Construction

General Description: We are seeking a highly organised and proactive Office Manager to join our team. The Office Manager’s role is to ensure the smooth and efficient operation of our office environment. The ideal candidate will be a detail-oriented individual with excellent communication skills and a strong ability to multitask. As an Office Manager, you will play a pivotal role in coordinating various administrative tasks, supporting team members, and maintaining a productive work atmosphere. Reports to: Directors and Associate. Responsibilities:  Office and Administrative Support: o Handle calls, emails, enquiries, scheduling, visitor reception, and calendar management for key personnel. o Manage office inventory and supply ordering. o Maintain clean, organised workspace, coordinate maintenance/repairs, and deliver induction programs for new employees o Contribute to project administration and other management-assigned tasks as needed.  Communication and Collaboration: o Serve as a central point of contact for internal teams and external stakeholders, providing timely information and assistance. o Foster effective communication within the office by making important announcements and updates. o Log all customer enquiries and follow with the team that enquiries are responded to o Collect customers feedback  Financial Management: o Selecting suppliers and managing supplier relationships o Raising purchase orders o Verifying incoming invoices against orders o Processing supplier payments on time o Understanding project pricing and coordinating stage payments o Issuing client fee invoices on time DBL Position Description: Office Manager Page 2 of 3 Rev. 1 o Controlling cash flow o Prepare expenses and update payroll details for the accountants (outsourced) o Bookkeeping in Xero o Coordination with external accountants of taxes and VAT reporting and payments.  Team: o Assisting with recruitment processes o Supporting onboarding of new personnel o Managing annual leave requests and records o Assisting with performance reviews o Managing sick leave records o Maintaining employee records and personnel files o Supporting HR policy and procedures implementation  Document Control : o Maintaining document registers and project logs, and issuing document and project numbers. o Maintaining records of incoming and outgoing documentation. o Maintaining the electronic codes and standards library o Controlling the numbering, filing, scanning and photocopying of documents. o Distributing and routing documents such as design change notices and other correspondence to relevant parties. o Ensure that the documentation and data are filed in accordance with approved nomenclature. o Provide administrative and documentation support to engineering team by maintaining accurate records, including registers, contact lists, etc.  Event Coordination: o Help plan and organise company events, meetings and team building activities. o Coordinate logistics, such as venue selection, catering, and materials preparation.  QHSE: o Health, Safety and Environment (HSE) Compliance: Overseeing adherence to HSE regulations and practices, promoting a safe and healthy work environment. o Quality Assurance Compliance. o Participate in Health and Safety external audits o Participate in ISO 9001 external audit