Rochdale
Job Title: Office Manager Responsible to: Senior Management/Board of Directors Summary of Main Department Responsibilities The Office Manager is responsible for the smooth, efficient, and secure running of the company's buildings and day-to-day office operations. This role oversees facilities, administration, supplier coordination, health and safety compliance, and general support for staff. The Office Manager ensures that the workplace is safe, well-maintained, and fully equipped to support business operations. Responsibilities & Duties • Building & Facilities Management, • Oversee Alarm, Fire & Security systems, ensuring compliance, regular testing, and supplier coordination., • Manage CCTV systems, including maintenance, access control, and incident support., • Oversee Keys & Fobs issuance, tracking, and security procedures., • Coordinate all office Maintenance tasks and contractor visits (electricians, utilities, repairs, etc.)., • Manage the Electrical contract, ensuring timely inspections and compliance with regulations., • Ensure Pest Control services are regularly delivered and issues resolved promptly., • Maintain the upkeep and organisation of the Boardroom and common areas., • Oversee Housekeeping standards for all offices., • Manage Fleet Breakdown Cover processes for company vehicles., • Office Operations & Administration, • Serve as the primary contact for all office catch-all duties, resolving internal issues as they arise., • Handle all Post duties, including receiving, opening, sorting, and distributing mail., • Manage all Office supplies, including stationery, consumables, and operational equipment., • Oversee Printer/Copier maintenance, supply orders, and service calls., • Ensure reliable Internet service, coordinating with providers to resolve outages or upgrades., • Manage the company IT contract, liaising with IT support and ensuring timely service delivery., • Oversee company Telephones, including landlines, handsets, and VoIP systems., • Training & Accreditation Support, • Manage, update, and maintain the accreditations, ensuring documents, evidence, and submissions are kept up to date., • Maintain and monitor training matrices for Delta Obstruction Lighting, tracking required qualification and renewals before training expires., • Liaise with training providers, organise training sessions, and ensure all certification is properly filed., • Delta Obstruction Lighting Support, • Manage the transition from enquiries/estimating to operations by reviewing the quote and PO details., • Set up job folders and start the RAMS Job Packs in readiness for the Operations Manager., • Attend meetings to discuss operations., • Liaise with the Director regarding interim and full invoicing payments., • Staff & HR Administration Support, • Manage Holiday recording for all staff, keeping accurate and up-to-date records., • Provide HR administrative support, including onboarding documentation, file updates, and compliance tasks., • Carry out our company inductions for new employees., • Cleaners & Contractor Coordination, • Oversee Cleaners and cleaning schedules to ensure hygiene standards., • Manage all external suppliers and contractors, ensuring service agreements are maintained and delivered effectively., • Working Alongside the Stores Manager This role works closely with the Stores Manager to support the operational running of the yard, workshop, equipment, and Group vehicles. Yard, Equipment & Site Facilities • Yard – Support organisation, safety checks, and upkeep of yard areas; escalate issues to maintenance or contractors., • Forklift – Maintain records for forklift servicing, LOLER certification, and ensure operators have valid training., • Stores Heating, Gas Bottles – Monitor levels, arrange refills, and manage supplier relationships., • Housekeeping – Support regular checks to ensure the yard, stores, and workshops remain tidy, safe, and compliant., • Maintenance – Log and coordinate jobs for yard and workshop upkeep., • Roller Shutter Doors – Arrange routine servicing and callouts for faults., • Skips – Manage skip hire, pickups, waste management schedules, and cost tracking. Vehicles & Fleet Support • Buying – Support sourcing, pricing, and purchasing of vehicles where required., • Fleet Breakdown – Manage breakdown processes, ensuring drivers have contact information and support., • Fuel Cards – Maintain fuel card database, order new cards, cancel lost cards, and ensure saving details are stored accurately., • Mileage Checks – Monitor and log monthly mileage submissions, ensuring accuracy and compliance., • MOT Management – Track MOT expiries, book tests, and follow up on advisories., • RAM (Risk Assessments & Method Statements) – Ensure vehicle-related RAMS are kept updated in collaboration with H&S., • Reporting Incidents – Log and report all vehicle incidents, coordinate with insurers, and track outcomes., • Servicing – Schedule and maintain service bookings for all fleet vehicles, ensuring minimal downtime., • Vehicle Insurance Database – Keep the insurance schedule up to date, including adding/removing vehicles and ensuring correct driver allocations. Other Details Position: Permanent – 5 days a week Schedule: Monday to Friday, 8am–5pm Location: Rochdale, Office Based Starting Salary: £30,000 per annum JBRP1_UKTJ
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