Office Manager

This role will form part of FNZ’s frontline and will centre on providing administrative support (Office Management) to the business by managing the business suppliers and ensuring all offices are aligned. This role will ensure office facilities are maintained to a level that meets the demands of a creative and innovative company. Support the Divisional Head in running regional projects. This is an office based with an expected attendance level of five days a week. This role will form part of FNZ’s frontline and will centre on providing administrative support (Office Management) to the business by managing the business suppliers and ensuring all offices are aligned. This role will ensure office facilities are maintained to a level that meets the demands of a creative and innovative company. Support the Divisional Head in running regional projects.

This is an office based with an expected attendance level of five days a week.

Specific Role Responsibilities:

• Manage as an Office Manager the Edinburgh offices (Tanfield & West Register St.)
• Greet guests and welcome people for meetings
• Reception cover
• Regular management and ordering of office consumables, stationery and kitchen supplies, H&S needed facilities
• H&S and compliance checks
• Record expense in the monthly tracker for all the locations. Ensure it is kept in line with numbers that were allocated. Save office cost in possible areas.
• Expense reports
• Keep the general office area and meeting rooms tidy, respectable and secure, and ensure the smooth running of all meetings/arrange catering, coffees, water etc as required
• Support couriers for deliveries
• Assist to ensure Health & Safety processes are kept to standard
• Provide cover for holidays within the admin team
• Ensure all office equipment and appliances are in good working order.
• Events management for the Edinburgh offices. Including supporting Culture Clubs
• Coordinate office communications and updates
• Undertake any other projects/tasks as may be reasonably required to facilitate the smooth operation of the Company
• Work closely with the Divisional Head to ensure an effective operation of the offices
• Coordinate across multiple time zones and locations, ensuring seamless scheduling and communication with global teams
• In charge of Health & Safety monthly check and make a good record of monthly checklist. Quick respond to emergencies
• Make effort to ensure global consistency is practiced well locally, which ranges from global policy to every initiative, etc

Experience & skills required

• Proactive and motivated to exceed expectations, and ability to represent company image and values.
• Eye for detail and perfectionist’s view of service standards.
• Good problem solver - logical and reactive in response to unexpected queries/circumstances.
• Must demonstrate flexibility to get involved in tasks at all levels and adaptability to juggle a range of different tasks
• Relationship building skills essential for staff, customers and service providers.
• A good working knowledge of Outlook, Teams, Word, Excel and PowerPoint.
• Confident, and able to take initiative given client and delivery-focused environment.
• Independent, self- directing and delivery focused working style.
• Good team communication skills, confident in dealing with internal and external clients.
• An understanding of confidentiality issues and the use of discretion.
• At least 3 years working experience in a similar role.
• Training as First Aider or Fire Warden will be value added.
• Experience in service industry will be value added
• Excellent knowledge of the English language.