Assistant Office Manager
Assistant Office Manager
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Job Description
As Assistant Office Manager youll 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 companys friendliness professionalism and high standards. Being passionate for providing extraordinary service you will be able to work positively in a fastpaced environment.
Role Responsibilities:
Front of House
- Review meeting and visitor bookings daily and ensure that requested facilities (room layouts hospitality additional facilities) are arranged.
- Preregister visitors into the office systems to enhance the sign in experience and as applicable send prearrival 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.
- Youll 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
- Youll assist in implementing effective measures to control Safety Health and Environmental risks in the office on a daytoday basis under the supervision the Office Manager. Full training and support will be provided.
Office Management
- Youll 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 youll 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. Youll 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 Womens 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.
Qualifications :
Key Skills
- Able to work without direct supervision and to managing changing priorities as they arise.
- Display strong interpersonal verbal and written communication skills and organizational skills.
- A proven ability to work as part of a team.
- Proficient in use of Microsoft Word Excel Outlook.
Training and qualifications (to be provided if required)
- First Aid at Work qualification or equivalent
- Level 1 (or 2 if relevant) food hygiene and safety qualification or equivalent
- AECOM Fire Marshal training
- AECOM lone worker training
- IOSH Working Safely qualification or equivalent.
Additional Information :
About AECOM
AECOM is the worlds trusted infrastructure consulting firm delivering professional services throughout the project lifecycle from advisory planning design and engineering to program and construction management. On projects spanning transportation buildings water new energy and the environment our public and privatesector clients trust us to solve their most complex challenges. Our teams are driven by a common purpose to deliver a better world through our unrivaled technical and digital expertise a culture of equity diversity and inclusion and a commitment to environmental social and governance priorities. AECOM is a Fortune 500 firm and its Professional Services business had revenue of $14.4 billion in fiscal year 2023. See how we are delivering sustainable legacies for generations to come at aecom and @AECOM.
Freedom to Grow in a World of Opportunity
You will have the flexibility you need to do your best work with hybrid work options. Whether youre working from an AECOM office remote location or at a client site you will be working in a dynamic environment where your integrity entrepreneurial spirit and pioneering mindset are championed.
You will help us foster a safe and respectful workplace where we invite everyone to bring their whole selves to work using their unique talents backgrounds and expertise to create transformational outcomes for our clients.
AECOM provides a wide array of compensation benefits and wellbeing programs to meet the diverse needs of our employees and their families. Were the worlds trusted global infrastructure firm and were in this together your growth and success are ours too.
Join us and youll get all the benefits of being a part of a global publicly traded firm access to industryleading technology and thinking and transformational work with big impact and work flexibility. As an Equal Opportunity Employer we believe in each persons potential and well help you reach yours. We are a Disability Confident Employer and will offer an interview to applicants who have a disability or longterm condition who meet the minimum/essential criteria for the role. Please let us know using this email address if you would like to apply through the Disability Confident Interview Scheme.
All your information will be kept confidential according to EEO guidelines.
Remote Work :
No
Employment Type :
Fulltime
Employment Type
Full-time
