Office Manager

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As an Office Manager, you also act as Local Safety Officer (LSO) and are 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 present an excellent impression of the company’s friendliness, professional service, and high standards. Being passionate for providing extraordinary service, you will be able to work positively in a fast-paced environment.

Role Responsibilities:

Front of House

• Pre-register visitors into the office systems, to enhance the sign-in experience, and as applicable send pre-arrival 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.
• Manage the access control system, issuing passes for contractors and visitors, ensuring access is only provided to authorised personnel and report any intruders immediately
• Offer Wi-Fi code, refreshment, cloakroom where needed.
• 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.
• Ensure that waiting guests are kept informed of any delays. Ensure client has everything they need whilst waiting.
• Escort visitors to the seating area/room/floor.
• Offer, and where appropriate prepare and serve, refreshments for visitors.
• Review meeting and visitor bookings daily, and ensure that requested facilities (room layouts, hospitality, additional facilities) are arranged.
• Maintain meeting room schedules using AECOM Office booking tool, and manage any conflicts professionally.
• 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, from finding local restaurants, travel advice, local knowledge, taxis etc.

General Office

• Provide support to the Westlakes office with procurement of office supplies such as stationery and consumables, assisting with IT orders and generating purchase orders for items like milk and plants.
• Carry out daily checks of meeting rooms and collaboration areas to ensure correct set up and readiness for employee use, replenishing consumables as required. Ensure that AV equipment is working, battery operated equipment is functioning and that cables are in good order and correctly managed.
• Carry our monthly checks of workstations to ensure correct set up. Ensure that furniture and IT equipment is present and functioning, sit stand desks are operational, cable management is in order and that blinds are in good working order.
• Carry out monthly checks of all office signage (including desk numbers) and posters, remove out dated posters and signs and arrange replacement of any missing or worn out signage.
• Maintain an organised and tidy work area, including storage areas.
• Report technical faults and maintenance issues via the correct reporting process and ensure prompt close out.
• Manage the locker system and maintain locker & key database, including a quarterly review of floor lockers to check for condition and utilisation.

Security

• Distribute access badges to visitors.
• Verify their clearance status by consulting with the security vetting team for AECOM staff and External Visitors.
• Confirm the clearance status of new employees prior to their start date.
• Maintain an updated security checklist with clearance dates for regular visitors, non AECOM staff/External.
• Liaise with Birchwood Security for any office security issues i.e alarm, door etc..
• Liaise with G4S for Security Cameras, access control ordering new access passes.
• Participate in end market security meetings as required.

Inductions / Departures

• Receive weekly starter, leaver and transferee lists for the office.
• Arrange day one office bookings for new starters.
• Arrange day one induction for new starters
• Provide new starter introduction to office arrangements and safety arrangements and training on Office Booking Tools, travel systems, purchasing systems and AV systems.
• Onboard new starters to office access system, including obtaining photo id access card
• Arrange off-boarding for leavers.
• Coordinate with senior leaders regarding contract leavers.
• Arrange collection of IT equipment, mobile phone and Working from Home kit (if applicable), and arrange transfer of these to the relevant location for refurb / reuse.
• Receive access cards for leavers, and store securely.
• Offboard leavers from the office access system and if possible, recover and destroy used photo id access card.

Safety

• Implement effective measures to control Safety, Health and Environmental (SH&E) risks in the office premises (including areas around the office such as workshops, outbuildings,stores, open spaces, or parking, off-site storage / labs)
• Produce, implement, and maintain an Office SH&E Plan, in line with AECOM SH&E policies. This will include arrangements for:
• Conducting Risk Assessments for those at Special Risk
• Developing Personal Emergency Evacuation Plan, PEEP, where required
• Managing hazardous materials used or stored in office
• Incident Reporting
• SH&E Observations, including incidents and near misses
• SH&E Inductions
• Display Screen Equipment assessments (in UKI by ensuring staff have completed Workrite assessment)
• Maintaining first aid boxes (including defibrillators)
• Office evacuation, and co-ordination with the Landlord
• Develop risk assessments for regular and one-off activities, implement effective mitigations and conduct periodic reviews of these arrangements.
• Monitor and respond to Safety Observations. Ensure that the office team closes out observations in the expected timescales.
• Conduct quarterly reviews of observations for the previous 12 months, and where trends are apparent put in place actions to address the root cause of these related observations.
• Support the national / regional SHE teams in investigating and reporting on any SHE issues as may be required.
• Ensure that local staff are following and have a system to manage: Personal Protective Equipment, Driver Registration and Safety Card Registration, in line with national or regional SHE processes.
• Maintain a network of competent staff to assist in implementing the SH&E plan, including Fire Marshals, First Aiders, staff with Manual Handling experience and Mental Health First Aiders.
• Manage a rota to ensure that sufficient competent Fire Marshals and First Aiders will be present in the office.
• Put in place arrangements for evacuation of the premises and first aid outside office hours and ensure that all those using the office out of hours understand these lone working arrangements.
• Arrange training for local First Aiders, Fire Marshals, Manual Handlers and Mental Health First Aiders with the national or Regional SHE Team in sufficient time to enable cost effective training to be arranged.
• Ensure all Safety Data Sheets and COSHH Assessment Forms, for all hazardous items in the office (Office or Project related) are in place and liaise with cleaning staff to make sure they have Safety Data Sheets and COSHH Assessment Forms for all products being used.
• Chair a quarterly local team leads meetings to discuss: Safety Health and Environment management in the office, progress towards targets, and other office initiatives. Ensure that notes and actions from the meeting are collated and that actions are completed in the agreed timescales.
• Carry out a quarterly inspection of the office, following AECOM procedures, and recording the outcome of the inspection in the relevant systems. Ensure that any action items are addressed by the local team (in partnership with national / Regional teams as required).
• Hold First Aider and Fire Marshal qualifications, 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.

Resilience

• Be clear on responsibilities for implementing resilience mitigations for common business interruptions (as contained in the Office SHE Plan) and ensure those involved know when to seek support from those outside the office team.
• Ensure the office security checklist is maintained as per the instructions in the Office SHE Plan.
• Manage Office ID Badging, ensuring issue of new/replacement access cards and removal of leavers.
• Be familiar with the Office Operations Resilience Plan and ensure correct procedural/escalation in the event of an office incident.

Office Management

• Be the primary point of contact for the Real Estate, SH&E, HR, IT, Communications and
• Operations Teams. Distribute work to the office team, as required.
• Be the local point of contact for the Building Landlords’ Facilities team (including SH&E,
• Maintenance and Security). As required, attend regular meetings with the Landlord’s team and report relevant issues to Facilities Management.
• Liaise with Facilities Management on soft and hard Facilities and Landlord issues.
• Ensure contractors have access to the building as required, and that they have an approved safe method of working in place before work commences. Ensure documentation has been recorded in the correct AECOM systems by Facilities Management before admitting Contractors. and report back to Facilities Management team if the Contractor is not working in line with the agreed methods of work.
• Work with the Landlord to address any issues in the Landlord’s domain, or to resolve issues within AECOM’s demise which are the Landlord’s responsibility.
• Plan, implement and maintain local office procedures and systems where a regional solution is not available.
• Be familiar with the overall local office budget and approve local expenditure in Advantage.
• Understand the Coupa system and be pillar of knowledge for other users with Supplier Onboarding.
• Identify any deficiencies in the local office provision and discuss possible mitigations with Facilities Management.
• Act as local interface for office relocations or refits and mobilise the local team to engage on proposed office designs.
• Attend project meetings related to relocations and refits and actively participate when
• requested to ensure successful delivery. Support pre-occupancy preparation, and raise any snagging issues identified during this phase.
• Communicate with employees on operational and systems initiatives & changes, and on local events and news.
• Provide meeting room setup and AV support for Nuclear Town Hall meetings.
• Maintain local noticeboards or display posters relating to key messaging.
• Produce and upload business wide and local content to office messaging screens on a
• weekly basis.
• Produce and issue an office newsletter weekly to share office news and to highlight business initiatives of action.

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