Lovey
Office Manager
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Job Title: Office Manager
Hours: 37.5 hours per week; 8am - 4:30pm Monday-Friday.
Location: Office based, Birmingham City Centre
Reports To: Finance Director
Salary: £32,000 - £35,000
This role will work in partnership with an existing part-time Office Manager, sharing responsibilities and collaborating to deliver exceptional results across the organisation.
About Love Finance
Love Finance is a leading online finance broker and lender dedicated to empowering UK businesses. Since 2016, Love Finance has been instrumental in assisting thousands of companies in accessing funding via cutting-edge technology. Ranked in the Top 15 fastest growing finance companies, with Great Places to Work certification, Times Top 100 Employers, and a 4.9-star rating on Trust Pilot, we consistently surpass our targets.
About You as an Office Manager
The role requires someone who anticipates what is required and works on their own initiative. We are always looking to work with team members who embody positivity, hard work, tenacity, resilience, and has an entrepreneurial spirit. The role will suit someone who thrives in a dynamic culture.
Role Outline
The Office Manager is responsible for ensuring the efficient day-to-day operation of the office environment, providing administrative support, managing facilities and resources, coordinating office services, and supporting a positive and productive workplace experience for employees and visitors.
Key Responsibilities
Office Administration
- Oversee daily office operations and administrative activities.
- Opening and distribution of post to Directors and Managers.
- Arrange Couriers for collection and delivery of items.
- Keep record of insurance and renewal dates.
- Keep records and arrange training for First Aiders, Fire Marshalls, and Mental Health First Aiders.
- Be responsible for all Company postal items.
- Ordering of stationery and associated contracts for supplies.
- Be first point of contact for all visitors.
- Ensure office policies and procedures are followed consistently.
- Coordinate meetings, appointments, and room bookings as required.
- Support with confidential matters as required.
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Facilities Management
- Act as the primary point of contact for facilities-related matters.
- To be responsible for the security of the organisation. Including opening of the premises and to be on call as required.
- Coordinate maintenance, repairs, cleaning, security, and health and safety requirements.
- Ensure office spaces are safe, functional, and well-maintained.
- Manage relationships with landlords, building management, and service providers.
Supplier and Contract Management
- Manage office suppliers and service contracts.
- Obtain quotes, negotiate costs, and monitor service delivery.
- Maintain inventories of office equipment and supplies.
- Ensure value for money and compliance with procurement procedures.
Financial Administration
- Monitor office expenditure and manage approved budgets.
- Process invoices, purchase orders, and expense claims.
- Maintain accurate financial records relating to office management activities.
- Support budget forecasting and cost control initiatives.
Employee Support
- Support onboarding and induction activities for new employees.
- Coordinate workspace allocation, equipment setup, and office access arrangements.
- Assist with internal communications and employee engagement activities.
- Ordering of equipment from the IT provider as required for specific role requirements upon receipt of information from the Manager.
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Health, Safety and Compliance
- Ensure compliance with health and safety legislation and organisational policies.
- Conduct workplace inspections and risk assessments as required.
- Coordinate fire safety procedures, first aid arrangements, and emergency planning.
- Maintain relevant compliance records and documentation.
Events and Business Support
- Coordinate office events, meetings, training sessions, and company functions.
- Support senior leaders with administrative and logistical arrangements.
- Assist with business continuity and emergency planning activities.
- Booking of travel and hotels as required.
Person Specification
Essential Qualifications
- Knowledge of Microsoft especially Word and Excel.
- Relevant qualification in business administration, facilities management, or related field (desirable).
Essential Experience
- Previous experience in an Office Manager, Facilities Coordinator, or a senior administrative role.
- Experience managing suppliers, contracts, and office budgets.
- Had exposure to and responsibility for health and safety.
- Experience supporting a diverse workforce in a busy office environment.
Skills and Competencies
- Excellent organisational and time management skills.
- Strong communication and interpersonal skills.
- Ability to prioritise workload and manage competing demands.
- Problem-solving and decision-making capability.
- Strong attention to detail and accuracy.
- Proficiency in Microsoft 365 applications, including Outlook, Word, Excel, Teams, and PowerPoint.
- Ability to maintain confidentiality and handle sensitive information appropriately.
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