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Office Manager
Company: Ramage Young Design Limited
Reports to: Directors
Location: Company Office, Academy Park, Pollokshields, Glasgow
Employment Type: Full-time
Salary: Open to negotiation, reflective of experience
Role Overview
The Office Manager owns the day-to-day running of Ramage Young Design Limited’s Glasgow office, keeping it organised, efficient, and a great place to work. Acting as the first point of contact for office-related matters, the role manages relationships with building management, landlords, and external suppliers, and coordinates everything from onboarding new joiners to organising team events and off-sites.
This is a hands-on operations role focused on the office environment, team support, and quality culture; oversight of invoicing, bookkeeping, or accounts, which are managed by the company’s Financial Officer.
The role suits a proactive, organised, and personable individual who takes genuine ownership of the office and helps build a strong, collaborative culture with all staff in the office which will support our business growth.
Key Responsibilities
Office & Facilities Management
- Manage and assume responsibility for the day-to-day running of the Glasgow office, keeping it organised, well-stocked, and a great place to work.
- Manage administration and financial team, ensuring they are supported and well equipped to complete their monthly tasks
- Manage relationships with building management, landlords, external suppliers, and other external stakeholders.
- Act as the first point of contact for office-related queries, resolving issues quickly and keeping disruption to a minimum.
- Manage and oversee health & safety, security, and office access, ensuring policies and procedures are followed.
- Manage office supplies, equipment, and budgets, tracking spending and finding cost-effective solutions.
- Manage and ensure compliance with project delivery protocols.
Business Administration
- Oversee the daily administration of the business.
- Support the Directors with strategic and operational activities.
Compliance & Governance
- Ensure compliance with employment legislation and company policies.
- Ensure compliance with Health & Safety legislation.
- Maintain company insurance policies and renewals.
- Support GDPR compliance and data protection procedures.
- Monitor company licences, certifications, and statutory obligations.
- Maintain policy documentation and company registers.
- Manage and coordinate Ramage Young Quality Assurance, environmental and Health and Safety accreditation.
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People & Team Support
- Manage and organise meetings, off-sites, team socials, and company events, owning logistics from planning through to delivery.
- Manage and lead the onboarding experience for new employees, including desk setup, equipment, access, and a warm welcome on day one.
- Partner with People, IT, and Operations to ensure smooth processes across the employee lifecycle.
- Ensure company commitment to engagement with local schools, local authorities, and local businesses.
Culture & Continuous Improvement
- Help build and nurture office culture, championing an inclusive, energising, and collaborative environment.
- Continuously improve how the office runs, introducing or adopting simple systems and processes to facilitate efficient business growth.
- Maintain and develop company procedures and processes in line with company objectives.
- Implement systems that improve productivity and efficiency.
- Identify opportunities to improve operational efficiency and business performance.
Business Development & Professional Growth
- Develop Ramage Young’s business development through events and liaising with company clients.
- Support preparation of tender submissions and pre-qualification questionnaires.
- Help maintain and manage the company website and social media content where appropriate.
- Ensure there is a clear in-house development programme and career path for apprentices, technicians, graduates under training, and engineers.
Key Skills & Experience
Essential
- Excellent organisational and time management skills, with the ability to juggle multiple priorities.
- Confident, professional communication style with suppliers, visitors, and colleagues at all levels.
- Experience coordinating diaries, travel, and events.
- Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
- An understanding or willingness to learn accountancy packages such as QuickBooks.
- A proactive, hands-on approach and good judgement in resolving day-to-day issues.
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Desirable
- Previous experience in an Office Manager, Team Assistant, or similar operations role.
- Experience within a structural engineering, construction, or similar professional services business.
- Knowledge of health & safety and office security best practice.
- Experience supporting onboarding or other HR processes.
- Interest or experience in organising business development events.
- Academic qualification in Business Management, Financial Management, or Marketing.
Personal Attributes
- Highly organised and self-motivated.
- Warm, approachable, and a natural relationship-builder.
- Calm under pressure and comfortable managing competing priorities.
- Takes pride in creating a great office environment.
- Collaborative, with a genuine interest in building team culture.
Key Performance Indicators (KPIs)
- Smooth, well-organised day-to-day office operations.
- Positive feedback from staff, clients, and visitors on the office experience.
- Successful delivery of onboarding, events.
- Effective management of office budgets and supplier relationships.
- Visible progress on culture initiatives and process improvements.
- Clear, active development pathways developed for apprentices, technicians, graduates under training, and engineers.
Authority
The Office Manager has delegated authority to:
- Manage day-to-day office operations.
- Authorise routine office expenditure within agreed budgets.
- Liaise directly with building management, landlords, and external suppliers.
- Recommend improvements to office systems, policies, and procedures.
Salary & Benefits
Salary is negotiable and will depend on experience.
This job description outlines the primary responsibilities of the role but is not exhaustive. The postholder may be required to undertake other duties appropriate to the position, in line with the evolving needs of Ramage Young Design Limited.
If you would like to know more about Ramage Young Design Limited or come for an informal visit, please submit your CV along with a detailed covering letter outlining your experience to sarah.ramage@rypglasgow.co.uk
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