Office Manager

This job is brought to you by Jobs/Redefined, the UK's leading over-50s age inclusive jobs board.

OVERVIEW

Hapag-Lloyd is a leading global container shipping line with a rich history dating back more than 175 years. Our company is committed to providing high-quality, reliable, and sustainable shipping solutions to our customers around the world. As part of Strategy 2030, we aim to be recognized as the number one choice for quality in our industry.

The primary objective of the Office Manager is to ensure efficient office operations by managing administrative tasks, IT maintenance & facilities and maintaining an organised work environment. Along with ensuring the working environment is compliant with health and safety regulations. The role also focuses on streamlining processes in line with Quality and Environmental Management (QEM) standards and supporting staff to enhance overall workplace productivity.

TASKS & RESPONSIBILITIES

Office Management

• Oversee and support all administrative duties and ensure the office is operating smoothly.
• Manage all incoming and outgoing posts, liaising with couriers where necessary.
• Book meetings, arrange meeting rooms, organize refreshments and welcome visitors.
• Handle the telephone switchboard and provide cover for the other offices as and when required.
• Ensure that office supplies are regularly replenished.
• Order stationary and other office essentials as and when required.
• Plan and organize local events, including staff functions in collaboration with the HR department and Managing Directors PA.
• Assist with office layout and planning office moves.
• Act as back up IT coordinator to ensure the smooth running of IT infrastructure.
• Identify opportunities for process and office management improvements, design and implement new systems.
• Assist in managing the maintenance of the office by contacting the landlord or sourcing maintenance contractors as needed.
• Assess problems with building systems (Electrics, HVAC, lifts, lighting etc.) and arrange for necessary repair services to be performed.
• Assess problems with staff facilities (furniture, fittings, plants, kitchens, drinks machines etc.) and arrange for necessary repair services to be performed.
• Coordinate scheduled testing (PAT, fire alarm system, emergency lighting etc.)
• Liaise with the cleaning company and ensure the offices remain presentable.
• Check and verify vendor invoices on VIM.
• Notify vendors of disputed invoices, follow- up disputes to conclusion.

Health and Safety

• Carry out Health and Safety inductions for all new starters.
• Carry out Health and Safety assessments for staff as required, including Display Screen Equipment (DSE), expectant mother/return to work, Personal Emergency Plan (PEEP) and other ad hoc requests.
• Ensure all assessment action points are addressed, either directly or by coordinating the necessary resources.
• Complete, distribute and store assessments and back up material securely.
• Coordinate annual Health and Safety Audits (HSA) and Fire Risk Assessments (FRA). Ensure necessary test results, certificates and other relevant documents are available.
• Assist in ensuring that audit actions and recommendations are addressed in good time.
• Act as a First Aider and Fire Warden.
• Ensure First Aid equipment and supplies are always kept - up- to date.
• Assist with preparation of the company's Health and Safety policy documents.
• Liaise with the company's Health and Safety consultants, suppliers and contractors.

Quality and Environmental Management and Sustainability

• Improve quality and environmental performance in cooperation with management, supporting the Hapag Lloyd Quality Improvement System (QIS)
• Implement and maintain processes and procedures required by the QEM manual.
• Ensure that QEM documentation is kept up to date.
• Act as a point of entry for all Area QEM and Sustainability matters.
• Train new colleagues on the concept of QEM and Sustainability.
• Establish, monitor and communicate applicable QEM targets and ensure that achievements are measured, and results shared accordingly.
• Coordinate internal/external audits and accompany the QEM auditor on Area visits.
• Ensure timely closure of defined measures found during a QEM audit.
• Coordinate the data collection and insert information in the company's data collection tool 'We Sustain' for the Sustainability report.
• Participation in the annual Sustainability conference.
• Act as a project coordinator for all of QEM and sustainability projects.

PERSON SPECIFICATION

• At least 5 years' experience as an office Manager
• Strong IT and facilities management experience
• Excellent workload and email management skills.
• Strong attention to detail.
• The ability to maintain accurate records, prepare, and present documents in an efficient, timely, accurate and confidential manner.
• Outstanding written and verbal communication skills.
• Proficiency in the Microsoft Office package, especially PowerPoint and Excel.

Equality & Diversity Statement

At Hapag-Lloyd, we believe in the power of diversity and equality in the workplace. We are committed to creating an inclusive environment where all individuals, regardless of their background, can thrive and contribute to our success.

We encourage applicants from all walks of life, including those from underrepresented groups, to apply for our job openings. We value the unique perspectives and experiences that each individual brings, as it enriches our team and fosters innovation.

We are dedicated to providing equal opportunities for all employees and applicants, and we actively promote a culture of respect, fairness, and inclusivity. Join us in building a diverse and vibrant workforce, where everyone's talents are recognised and celebrated.

As part of our commitment to driving equality and diversity, all job advertisements are open to both full-time and part-time workers.

Contact person

Dionne Hoyte