Southern Office Manager

Paul Basham Associates is a fast-growing, and award-winning Civil Engineering, Structural Engineering, and Transport Planning consultancy. We are offering an exciting opportunity for an Office Manager to organise and supervise all the administrative functions which relate to the smooth and efficient running of the office. 

• Previous Office Management experience is essential
• Excellent written and verbal communication skills
• Ability to communicate effectively and politely
• Fast and accurate typing skills, high level of proficiency in Microsoft packages
• Ability to prioritise workload
• Ability to work effectively with other staff and as part of a team
• Ability to work on own initiative

• Undertake general administrative tasks required to ensure the smooth and efficient day to day operation of the Southern office
• Assist the Group Office Manager in ensuring full compliance of all QMS policies and procedures, including introducing and reviewing policies, templates and forms
• Support Directors in their roles as and when required
• Organise legal documents to be reviewed by Directors and project team
• Assist the Group Office Manager with HR and H&S functions
• Assist with finance related tasks when required, such as creating sales invoices and holding internal invoicing meetings
• Assist Project Managers with project related tasks, such as hosting project health checks and related admin
• Manage Company mobile phone account
• Liaise with external IT provider and assist with implementing improvements
• Draft, review and send Reliance Letters
• Coordinate diary entries for regular meetings (Board, Sub-Board, Regional Updates)
• Support staff development
• Assist with managing the contact database
• Manage the utility renewals for the office
• Check and approve staff expenses
• Identify opportunities to improve our performance
• Assist with Company insurance renewals
• Assist with Company certifications and accreditations
• Assist the Office Management team with QMS audits
• Ensure full staff awareness and compliance of all QMS policies and procedures
• Assist with organising events including hotel bookings and travel
• Welcome visitors to the office and take switchboard calls
• Maintain office supplies
• Maintain the condition of the office and arrange necessary repairs

• Customer: We put our clients at the very heart of everything we do to ensure we exceed expectations as the foundation of building long-term relationships.
• Openness: Communication is the fundamental cornerstone in forming partnerships with our clients and our team, based on trust and the ability to deliver.
• Results: Our commercial focus ensures a genuine desire to add value and achieve project goals to understand the environments within which we work and where value is best added.
• Excellence: Through the high standards we set ourselves we constantly strive to continuously improve the way we support our staff and deliver our services.