Office Manager

Office Manager  
Location: St Peter Port, Guernsey
Department: Operations
Vacancy type: Permanent, Onsite, 36.25 hours per week

Job Summary

In this role you will be a support to key stakeholders, as well as providing administrative and office support across the wider office. You are a key contact in the team where your role will include calendar management, co-ordination of meetings, travel arrangements, planning events and drafting internal communications and/or presentations. You will also work closely with the remote Facilities team to ensure the smooth day-to-day operation of the office and support local office requirements.

Our aim is to provide a seamless, efficient, and paperless service to internal and external clients with service excellence at the heart of all that we do.

Your responsibilities

• Be available to cover front of house and client suite duties with flexibility to cover planned/unplanned absence and for some occasional functions held out of hours, as well as working closely with the Jersey reception team
• Be able to use MS Teams system to answer and forward calls to the relevant departments
• Manage hospitality requests and check the requirements of light refreshments and food orders via the Cloudbooking system
• Maintain meeting rooms so they are ready for occupants, including check room equipment is working order and flag up any snagging and assist in the ordering of all consumables required by the client suite 
• Meeting and greeting clients, issuing visitor passes and register incoming mail 
• Support with event organisation in Guernsey and elsewhere as required
• Assist with the processing of company credit card expenses, invoices, travel and accommodation where applicable, ensuring all fees relating to client work are recorded and disbursed accordingly
• Assist with Front of house activity reporting
• Liaise with the remote Facilities team to ensure all office facilities matters are addressed promptly and efficiently
• Work closely with the Business Support Manager in Jersey to support office initiatives, health and wellbeing activities, and social events for the Guernsey office
• Ensure adherence with starter and leaver process, completing the necessary forms in a timely manner 
• Support Operations, HR and Facilities where required with administrative tasks or projects
• Provide day-to-day support and line management to a member of the team
• Assist with the planning, coordination, and delivery of Business Development (BD) events, while maintaining and updating CRM systems to ensure accurate client and business information.
• Any other reasonable tasks associated with the role, including working closely with and assisting other team members

Your profile

• A positive, open, collaborative, “can do” attitude. Self-motivated and highly professional, with the ability to take on responsibility and proactively find solutions to suit all parties
• Ability to work proactively, anticipating needs, managing workload independently with little supervision and achieving goals and deadlines
• Experience in a similar role with exposure to supporting senior leadership
• To maintain the highest standards of confidentiality and security 
• Monitoring your own performance against personal and development targets
• Be adaptable and flexible in approach 
• IT literate, ideally with windows packages in particular Excel and Word
• Well organised, with the ability to prioritise tasks during busy periods 
• Effective team player who is able to work well as a team and on their own