Office Manager

Office Manager 

Reporting To: Ops Manager

Location Bromley: Full-Time Office Based

Working Hours: 8:00am - 5:00pm

Job Summary

The Administrator & Office Manager is responsible for the organisation, coordination, and administration of key business processes across Claud Investments. The role acts as the central administrative function for office management, Building Control coordination, onboarding administration, compliance tracking, and operational document control. The successful candidate will be responsible for maintaining professional office standards, ensuring administrative processes are completed accurately and on time, and escalating overdue information or unresolved items to the Operations Assistant or Operations Manager where required.

Key Responsibilities

Office Management & Workplace Standards

• Maintain overall organisation, presentation, and professional standards within the office environment.
• Ensure meeting rooms are prepared, organised, cleaned, and reset before and after internal and external meetings.
• Manage weekly office stock checks for stationery, printer paper, kitchen consumables, coffee supplies, and general office materials.
• Place orders for office consumables and maintain appropriate stock levels at all times.
• Monitor printer paper levels, toner requirements, and basic printer functionality, escalating faults where required.
• Coordinate office refreshments and hospitality arrangements for meetings and visitors.
• Monitor office cleanliness standards and escalate cleaning or maintenance issues where required.
• Maintain office etiquette standards, ensuring shared spaces remain organised and professional.

HR Onboarding Administration

• Coordinate onboarding administration for all new staff members.
• Issue onboarding checklists and ensure all required setup actions are completed before employee start dates.
• Request laptops, monitors, mobile phones, login credentials, and other IT equipment for new starters.
• Set up new starters on BambooHR, Asana, Microsoft Teams, SharePoint, and other required business systems.
• Coordinate introductions between new starters and relevant departments.
• Maintain onboarding records and ensure all employee setup information is accurately documented.

Building Control Coordination

• Submit Building Control applications and maintain accurate application records.
• Book Building Control inspections and issue confirmation details to relevant Site Managers, Project Managers, and departments.
• Maintain a live Building Control tracker showing application status, inspection dates, outstanding information, and certificate status.
• Review Building Control reports and identify outstanding requests or actions.
• Chase architects, engineers, Site Managers, Project Managers, and consultants for outstanding Building Control information.
• Escalate overdue Building Control responses or delays to the Operations Assistant or Operations Manager.
• Upload Building Control certificates, reports, approvals, and related documents to the correct Asana projects and SharePoint folders.
• Maintain organised digital records of all Building Control correspondence and approvals.

Council Tax & Utility Administration

• Maintain a Council Tax tracker showing exemption periods, application status, and renewal dates.
• Coordinate utility account setup, transfers, disconnections, and supplier communication.
• Maintain accurate utility supplier records, account references, and property status information.
• Provide relevant billing and account information to the Accounts Department where required.

HMO Licence & Compliance Administration

• Submit HMO licence applications and maintain accurate compliance records.
• Track HMO application progress, renewal dates, council correspondence, and outstanding documentation.
• Request and chase outstanding compliance information from relevant departments and consultants.
• Maintain organised digital records of HMO applications, approvals, and supporting documentation.

Aftercare Administration

• Monitor the Aftercare inbox and ensure client communications are acknowledged within company response timeframes.
• Create and update Aftercare tasks within Asana under the correct project stages.
• Upload photographs, contractor updates, completion evidence, and related records to Asana.
• Track outstanding Aftercare items and follow up with contractors or departments where required.
• Confirm completion evidence has been received before closing Aftercare tasks.

Supplier Invoice Cross-Referencing

• Review supplier invoices against PO records and Purchase Orders.
• Identify discrepancies in quantities, pricing, or invoice details and raise queries with the relevant department or supplier.
• Maintain organised invoice records and support the Accounts Department with invoice verification.

Document Management & Administrative Control

• Maintain organised digital filing systems across SharePoint, Microsoft Teams, and company records.
• Upload and organise project documentation, certificates, reports, and compliance records in the correct locations.
• Ensure all administrative records are accurately named, stored, and accessible to the relevant departments.
• Maintain accurate trackers and spreadsheets relating to compliance, onboarding, Building Control, utilities, and HMO licensing.

Company Events & Team Coordination

• Coordinate company events including the Seasonal Celebration and Christmas Celebration.
• Arrange supplier bookings, venue coordination, catering, and event logistics.
• Coordinate office treats, staff gifts, and employee appreciation initiatives.