Office Manager (18 Month Fixed Term)

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About us...

Ingleton Wood is a value-led, people focussed practice providing clients with inspirational and practical design solutions; we exist to improve the communities in which we all live and work.

Originally established in 1935, we are a dynamic multi-disciplinary property and construction consultancy, providing a wide range of services across many industry sectors, including commercial, education, defence, residential and more.

We develop long term relationships with clients, adding value at every stage of development. We are one of a few medium-sized consultancies offering integrated design and technical expertise.

We have a nationwide presence with offices located across the UK. We plan to open further sites in the future to develop our national service.

Life At Ingleton Wood...

is busy but great fun, we work hard, and we play hard. There is a huge emphasis on teams and working collaboratively both professionally and socially.

We bring people together to improve the quality and sustainability of the built environment through our expert knowledge in delivering local solutions for global issues. A sentiment underpinned by our shared vision of solving global challenges one building at a time, and supported through our values;

We are progressive

We collaborate

We support

We take ownership

To see a real time view of what we are up to check our social channels

You can expect...

• Opportunities for flexible and remote working - we understand a work life balance helps us all.
• Holiday entitlement of 25 days plus bank holidays with long service recognition and festive shutdown.
• Opportunities for personal and professional growth in a supportive environment including in-house coaching and mentoring.
• Competitive salaries with regular review and benchmarking to ensure fair pay. We are a real living wage employer.
• Competitive Company Pension Scheme.
• Health cash plan scheme.
• Professional membership support
• Family policies
• Great office team building events and fully expensed seasonal social events.
• Cycle to work Scheme.
• On-site parking facilities (excluding London office)
• Season Ticket Loan (if applicable)
• Death in service benefit.
• Early Finish incentives when the Practice targets are hit.
• Additional leave allocated for volunteering (up to 2 days).

• Health & Mental Wellness Programs.
• Employee Referral Scheme.
• Employee working groups

The role...

We are currently recruiting an Office Manager to join our Nottingham office on an 18-month fixed term contract to cover maternity leave.

The role will involve providing high quality professional support services to their office location and for the wider Practice. You will be expected to work in accordance with the Practice's values and objectives and will contribute to effective communication and engagement with all staff, clients, and key stakeholders. You will also contribute to a culture of excellence in service delivery, sharing of best practice and continuous improvement.

Please Note: This role will be subject to Disclosure and Barring Service, Baseline Personnel Security Standard, Counter Terrorist Check and Security Check, or Developed Vetting clearance. Further information can be found at: National security vetting: clearance levels - GOV.UK

The selected candidate will...

• Be accountable and manage all administrative employees, resources, and tasks for the office location as well the wider Practice.
• Be responsible for the office locations facilities and employee work environment.
• Act as the office liaison with HR on all employee lifecycle activities, including training and ensure that all databases are maintained with the relevant information.
• In liaison with the Office Partner to manage the office budget.
• Provide high quality support services as directed by the Team Leader to ensure an effective production of work to include: audio and copy typing, photocopying, stationery and supply chain ordering, scanning, filing and travel arrangements.
• Prepare, coordinate and check documentation and specifications utilising Microsoft Office software ensuing that correct templates, brand protocol, client requirements and framework guidelines have been considered and adhered to.
• Coordinate and assist with producing tender and bid documentation and analysis following guidelines and managing timeframes.
• Arrange meetings, prepare agendas, associated paperwork and take minutes as required both on site, virtual or in an IW premises. Issue minutes and actions as well as following up to ensure that actions are completed. Maintain the conference room and the associated diary, book in new appointments, provide refreshments and order lunches, if required.
• Manage and maintain Outlook calendars to support central functions and individual requirements including site access.
• Oversee, maintain, and manage accurate records in accordance with agreed protocols and the Practice's records retention schedule. This will include supporting the central teams with vetting processes, supply chain management, audits, financials including invoices and purchase orders, timesheets, expenses, project information and inputting and updating data in all the Practice databases.
• Assist across the Practice with answering of incoming calls, generic mailboxes, and mail promptly as appropriate to include supporting the central reception function.
• Oversee, collate, and update the CRM to ensure opportunities and client data are accurate and compile contact lists for marketing campaigns.
• Coordinate and support the relationship with clients by organising campaigns, networking and meetings/events as directed.
• Support the central team in promoting the Practice's values and objectives by contributing to timely and innovative content including print, online, blogs, project profiles, CVs, video, and social media content.
• Be involved and proactive in participating in Practice activities - including positive contributions to team meetings, induction of new staff, training sessions, and development of new ideas and solutions to problems.
• Act as the main office contact and support the Central team to ensure compliance to all ISO standards and all other accreditations.
• Build and maintain positive working relationships with all administrators and teams across the Practice in order to increase efficiency and facilitate good communications between teams.

Essential skills, experience, and attributes...

• GCSE or equivalent in Math and English at grade C or above - preferred.
• Knowledge of construction industry terminology - preferred.
• Extensive administration experience - essential.
• Experience of managing people - preferred.
• Proficient in all Microsoft applications.
• Excellent proven organisation and planning skills.
• Ability to prioritise and manage conflicting priorities.

We're committed to building a diverse, inclusive, and authentic workplace where everyone can be their best, so if you're excited about this role but your experience doesn't align perfectly with every requirement on the Job Description, please apply anyway - you may just be the right candidate for this or other roles in our wider team.

To discover more about life at Ingleton Wood, please visit our website https://www.ingletonwood.co.uk/