Alexander Charles
Office Manager/IT Support London £75,000 plus bonus
London
£75k/yr
Posted 1 day ago
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Office Manager
Key Responsibilities
IT and Telecommunications Coordination
- Act as the internal point of contact for IT matters, working with the external IT support provider to resolve issues and support colleagues.
- Coordinate the purchase, setup, replacement and allocation of laptops, mobile phones, tablets and other equipment.
- Support staff onboarding and departures by arranging equipment, accounts and access with the relevant teams.
- Coordinate Microsoft 365, SharePoint, device management and telecommunications projects, including user communications and training.
- Help colleagues with everyday technology issues and escalate more complex matters to the appropriate provider.
- Review IT service reports, track outstanding actions and follow up on recurring issues or gaps in service.
Cybersecurity and Business Continuity
- Coordinate cybersecurity activities with specialist providers, including staff awareness training, security testing and follow-up remediation.
- Track actions arising from security reviews and ensure suppliers provide updates and evidence of completion.
- Help maintain business continuity plans, contact information and practical recovery arrangements.
- Organise continuity exercises and equipment testing, including backup power arrangements.
- Support the response to operational disruptions, coordinating colleagues, suppliers and building management.
- Prepare clear staff guidance on system changes, security requirements and actions they need to take.
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Suppliers, Procurement and Contracts
- Manage relationships with suppliers across IT, telecommunications, facilities, security and office services.
- Obtain and compare quotations, assess suitability and make recommendations to management.
- Coordinate purchases, software licences, subscriptions and contract renewals.
- Monitor service quality, challenge discrepancies and follow up on unresolved issues.
- Maintain accurate supplier, contract and equipment records.
Office Management and Facilities
- Manage the day-to-day running of the office, ensuring it is well maintained and equipped.
- Act as the main contact for building management, the landlord, contractors and office service providers.
- Arrange maintenance, repairs, cleaning and servicing, including contractor access and any required building approvals.
- Coordinate office security, access permissions, visitor arrangements and alarm systems.
- Support health and safety arrangements, including fire safety, risk assessments and emergency procedures.
- Manage office improvement projects.
Project Coordination
- Take ownership of office and operational projects from initial enquiry through to implementation.
- Coordinate suppliers, keeping track of decisions, deadlines and outstanding actions.
- Explain requirements clearly, ask practical questions and flag issues requiring management input.
- Identify opportunities to improve processes and introduce workable solutions.
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Essential Skills and Experience
- Experience in office management, operations or a similarly varied business support role.
- Able to work independently, manage and prioritise workloads appropriately.
- Strong organisational skills and the ability to manage several priorities.
- Confidence dealing with senior colleagues, external suppliers and contractors.
- Good working knowledge of Microsoft 365, particularly Outlook, Teams, Word, Excel and SharePoint.
- Confidence supporting everyday IT issues and coordinating work with external technical specialists.
- Experience managing suppliers, obtaining quotations and following up on service issues.
- Clear written communication skills, with the ability to produce accurate documents and straightforward staff guidance.
- Sound judgement, discretion and care when handling confidential information.
- A practical approach to solving problems and a willingness to follow matters through until they are resolved.
Desirable Experience
- Experience within financial services, a family office or another regulated professional environment.
- Involvement in business continuity planning & facilities management.
- Familiarity with device management, cybersecurity awareness programmes and telecommunications systems.
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