Oxford, UK
Office manager
at Riach Architects
Riach Architects is seeking an office manager to join its team in Oxford, UK.
Riach Architects is widely recognised as one of the leading architects in the Oxford area. We are looking to recruit a new officer manager for our friendly team at our city centre studio. If you possess suitable office management, administration skills and experience we would love to hear from you.
About the role
You will be responsible for the smooth running of office management and administration duties including, but not limited to the following. The role is office based but there is opportunity for flexible working.
General role:
- being the first point of contact for office phones and email directing communication to members of staff as appropriate
- managing office utilities and price negotiations with office vendors, service providers
- managing office databases and archive – including entering issued fee letters, and creating and updating job folders
- managing office calendars and office general mailbox
- managing day to day office maintenance and repairs including cleaning, fire detection and security services
- organising office annual events, including networking events
- organising CPDs for the office
- managing website administration and making sure that the information is up to date
- managing office insurances
- monitoring professional subscriptions and registrations of office and staff
- ensuring the offices are well presented and stocked with stationery, office supplies, refreshments, and other requirements of the day to day running
- general ad-hoc office duties.
Office finance
The role also involves interaction with our bookkeeper this will include:
- running practice management software including adding jobs, client and fee stages
- management of staff timesheets, review of hours submitted
- monthly reporting of timesheet and engagement with the invoicing process
- issuing prepared invoices to the clients
- manging incoming invoices from the suppliers and staff expense claims
- liaison with the architects managing debtors list and carry out debt chasing
Human resources:
- input regarding the offices management and responsibilities of staff
- management of staff induction, annual leave & sickness leave processes.
- staff records management
- other human resources tasks
Skills and experience
The successful candidate will possess the following attributes:
- proven experience as an office manager, front office or administrative assistant
- smartly presented and able to handle a public facing role, both face to face and over the telephone
- the ability to prioritise and manage a number of tasks simultaneously, to ensure nothing is missed and all electronic files are kept in good order
- good written and verbal communication skills
- attention to detail and problem solving skills
- strong organizational and planning skills in a fast-paced environment
- proficiency in MS Office (MS Excel and MS Outlook, in particular)
- preferable – Sage and Noveos knowledge (training will be provided)
- preferable – previous experience of liaising with Bookkeepers or some knowledge of double entry bookkeeping
- beneficial – general understanding of WordPress.
If this sounds like the job for you please click to apply for this opportunity as an office manager in Oxford!
If the details shown on your CV match our requirements and we judge that you may be suitable for the opportunity advertised, we will contact you to take things further.
Job type: full-time, permanent
Salary: £25,000 to £30,000.00 per year
Hours: 9am-6:00pm, Monday to Friday