Assistant Office Manager
Girling Jones Ltd
Looking to step into a fast-paced project environment where no two days are the same? This is an opportunity to join a major civil engineering scheme supporting a high-profile environmental project, taking ownership of office operations, project administration and team coordination across a busy site environment.
As an Assistant Office Manager, you’ll play a central role in ensuring the smooth day-to-day running of the project offices while supporting the wider operational team across administration, facilities and project support functions.
The Assistant Office Manager will oversee office invoicing and administration procedures, coordinate support staff and maintain efficient systems across the project. Working closely with the Senior Office Manager, you’ll help drive standards, organisation and operational excellence throughout the site.
The Role
Responsibilities will include:
- Processing GRNs, invoice matching and finance administration support
- Producing ad-hoc reports and maintaining project information systems
- Supporting the management and upkeep of project offices, facilities and surrounding site environment
- Overseeing project Time & Attendance systems, office security and visitor/site clearance processes
- Coordinating IT setup and support alongside Group IT teams
- Managing office safety procedures, including testing schedules, fire marshals and first aid provisions
- Maintaining office management records, registers and administration systems
- Ordering and managing office consumables, PPE and storage areas
- Providing administration support across all project functions
- Supporting onboarding processes for new starters and workforce mobilisation
- Managing site deliveries, booking procedures and logistics administration
- Supporting document control systems and maintaining accurate project records
- Assisting with absence management, holiday planners and timesheet administration
- Coordinating plant registers, asset tracking and purchase card reconciliations
- Supporting recruitment, training and supervision of additional administration staff where required
- Arranging employee technology requirements including laptops, tablets, software and access requests
To be successful in the Assistant Office Manager role, you’ll have experience working in construction, bring strong organisational skills along with experience working within a project, construction or engineering environment.
ESSENTIAL Experience
- Excellent working knowledge of Microsoft Office and SharePoint
- Experience invoicing withing a construction environment, ideally using systems such as Causeway, ECM or HSBC MiVision
- Strong administration and coordination skills
- The ability to multitask within a busy site-based environment
- A proactive and organised approach with strong attention to detail
- Experience supporting teams, processes and operational project delivery
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