Acacia Partners Ltd
Office Administration Manager
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Acacia Partners Recruitment
Acacia Partners are recruiting on behalf of our portfolio company, a UK-based engineering consultancy specialist, looking to appoint a reliable Office Administration Manager to support their operations. This is a UK-wide remote position suited to candidates with prior administrative experience who can work accurately and independently from home.
Job Summary
The Office Administration Manager will work as part of a dynamic team of infrastructure and structured cabling industry experts on medium/large scale projects. The primary role of the Office Administration Manager is to work closely with, and to provide efficient support to, the group of company Directors, Consultants and External Stakeholders — delivering exceptional service through maintaining high standards of accuracy, efficiency, quality and timeliness.
As part of a small team, this role is broad and operational, spanning general administration and document control alongside project, commercial, HR, health & safety, and people/culture support. The ideal candidate will have excellent organisational skills, a keen eye for detail, and the ability to handle multiple administrative tasks simultaneously while working on their own initiative.
- Support and maintain company H&S processes i.e. preparation and distribution of company RAMs, PPE and staff training.
- Support and maintain company ISO accreditation and recertification process.
- Support and maintain company file structures. Process sensitive and personal data of staff, clients and other such individuals.
- Support and maintain the management of documentation in a systematic and organised manner — creating, storing, organising, tracking and distributing documents, ensuring the right version of a document is available to the right people at the right time.
- Handle general HR administrative tasks and serve as first point of contact for routine employee HR-related queries, with support from third-party consultants.
- Support team-wide administrative tasks and ad-hoc projects.
- Reports to the group of Directors.
- Primary work location is home.
- Monday to Friday, 08:30 – 17:00.
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Role & Responsibilities
- Manage diaries, appointments, timesheets and expenses.
- Prepare and distribute correspondence, documents and forms.
- Order PPE, office and IT equipment; set up IT equipment in line with the company protocol.
- Book and cancel travel arrangements, hotels, flights, car hire etc. when needed.
- Liaise with site teams on requirements for site visits, including country requirements, visas, work permits and site inductions.
- Organise and attend team meetings, including taking minutes and managing actions.
- Document control and administrative support on projects.
- Assist in the recruitment and induction of new staff.
- Handle general HR administrative tasks.
- Obtain and maintain business policies and accreditations as required, as well as completing any required risk assessments.
- Coordinate training, events and staff meetings, including tracking minutes and managing actions.
- Manage commercial sales pipeline, maintaining strong client relationships and supporting the Directors with sales administration.
- Complete personal and business expenses and associated tasks; maintain the personal expenses form.
- Handle sensitive information with confidentiality and discretion.
- Provide general administration support to staff as required.
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What We're Looking For
- GCSE A*– C English and Maths.
- Minimum 2 years of administration/document control experience, preferably in the Telecommunications/Construction industry.
- Proficiency in MS Office (Excel/Word/PowerPoint).
- Excellent communication and interpersonal abilities.
- Self-motivated with highly accurate administration and organisational skills.
- Ability to multitask and prioritise tasks effectively in a fast-paced environment.
- Great attention to detail and understanding of quality control.
- Independent thinker and decision maker, proactive in their approach to complete tasks.
- Works on own initiative, with a positive can-do attitude.
- A team player with a real willingness to help others.
- Takes ownership and pride in their work.
Desirable (Nice to Have)
- Familiar with EDMS software: Aconex, Asite, ViewPoint 4P, EIDA, Autodesk BIM360.
- HR administration experience (recruitment, onboarding, annual leave, performance reviews).
- Experience managing sales pipelines, tenders and bid responses.
- Familiarity with the ISO accreditation process.
- A genuine desire to learn new skills.
Benefits
- Work from home
- Flexible engagement across full-time and part-time options
- Permanent contract offering stability and career progression opportunities
- Company pension scheme
- Company private medical insurance scheme after one year
- Staff events
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