Office Manager

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Description

About the firm

Companies, investors and government entities around the world turn to Alvarez & Marsal (A&M) for leadership, action and results. Privately held since its founding in 1983, A&M is a leading global professional services firm that provides advisory, business performance improvement and turnaround management services. When conventional approaches are not enough to create transformation and drive change, clients seek our deep expertise and ability to deliver practical solutions to their unique problems.

With over 10,000 people providing services across six continents, we deliver tangible results for corporates, boards, private equity firms, law firms and government agencies facing complex challenges. Our senior leaders, and their teams, leverage A&M's restructuring heritage to help companies act decisively, catapult growth and accelerate results. We are experienced operators, world-class consultants, former regulators and industry authorities with a shared commitment to telling clients what is really needed for turning change into a strategic business asset, managing risk and unlocking value at every stage of growth.

To learn more, visit: AlvarezandMarsal.com.

Overview of the Role

You will be responsible for overseeing the physical workspace within the office, ensuring day-to-day operations run smoothly, employees have the necessary resources, and the office functions efficiently to create a productive and well-functioning workplace.

Responsibilities

Front office:

• Maintaining communal areas of the office.
• Ensure meeting room facilities and equipment are in good working order.
• Monitoring meeting room bookings and ensuring rooms are kept tidy and well stocked.
• Setting up rooms for meetings and organising catering where required.
• Greeting guests and offering refreshments.
• Good working knowledge of the video conference and AV equipment - assisting with technical queries when required.
• Clearing and re-setting rooms after meetings.

Back office:

• Answering phone calls and directing queries to the relevant person.
• Dealing with incoming and outgoing post and deliveries.
• Stationery and IT equipment - monitoring, ordering, and putting away.
• Monitoring stock of kitchen supplies, proactively re-ordering and topping up daily.
• Monitoring office cleaning and related supplies, discussing any issues with the supervisor.
• Arranging and overseeing planned preventative and ad hoc maintenance for both the office and equipment, answering queries from the team, consulting with the building management team or external parties to organise contractors.
• Responding effectively to unforeseen circumstances and disruptions in the office environment, including coordinating with relevant parties to find solutions and minimise disruption to workflow.
• Assisting the Real Estate team as and when issues arise.
• Oversee the management and maintenance of office technology, including computers, printers, and other equipment.
• Liaising with IT to fix issues and co-ordinating quarterly visits to the office.

Health and Safety:

• Responsibility for maintaining a safe and healthy work environment.
• Working with other UK Office Managers and Health and Safety Manager to ensure compliance with health and safety and fire regulations, implementing emergency procedures, and addressing any potential hazards that may arise.
• Office first aider and fire warden.
• Ensuring training is up to date for other first aiders/fire wardens.

Finance:

• Invoices - ensure all office related vendor invoices are processed on Agresso and paid on time.
• Dealing with any queries relating to invoices and payments.

HR Support:

• Monitoring the weekly new joiners list.
• Onboarding and acting as first point of contact for new joiners.

• Issuing and managing security passes for new joiners, team members and contractors.
• Coordinating with IT to ensure laptops, mobile phones and other equipment for new joiners are delivered in good time.

Communication:

• Proactively informing staff about potential disruptions, changes in office procedures, and resource availability.
• Dealing with general queries from staff on office related matters.
• Effectively communicates resource availability and constraints to staff and stakeholders, ensuring efficient utilisation and minimising potential conflicts.
• Answering general queries from other SBUs - arranging desks for visitors, booking meeting rooms, requests for directions to office etc.
• Organising regular team socials and Christmas parties

Requirements

• Relevant managerial experience, preferably in a professional services environment.
• Proven track record of exceeding expectations and driving results.
• Excellent oral and written communication skills to effectively communicate with team members, clients, and external stakeholders.
• Proficient in advanced computer software applications including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Professional approach, exceptional interpersonal and relationship-building skills.
• Strong leadership skills, offering guidance and acting as a mentor to team members.
• Collaborative, innovative and team-oriented with a positive "can do" attitude.
• Ability to handle sensitive and confidential information with maximum discretion.
• Must be organised, detail-oriented and able to multi-task in a fast-paced environment, using flexible mindset to shift priorities.
• Proven ability to analyse complex situations, identify root causes, and implement effective solutions, especially in dynamic and high-pressure environments.
• Ability to proactively perform projects to successful completion within specified deadlines and be involved in executive business dealings.
• Knowledge of current health and safety legislation.
• Experience managing office operations for a large team or in a larger office environment is a plus.
• IOSH qualification desirable.