Job Specification: Office Administration Manager

The Office Manager will report to the Senior Company Administrator and be responsible for managing day to day office procedures, as well as providing efficient administrative support to the project teams, project managers and quality manager.

• Support the Project Manager and Project team in the smooth running of the project and be responsible for keeping up‐to‐date records and files of project beneficiaries and ensuring that they comply with the quality procedure / guidelines.
• Coordinating operation and project initiation meetings, writing minutes, creating project reports, closing projects, as well as miscellaneous project tasks etc
• Planning: Ordering Materials, ensuring delivery made and recorded
• Support: Arranging meetings (contractor, team meetings)
• Managing MOM (minutes of meetings)
• Ensuring compliance with deadlines and project specifications, problem‐solving
• Support team members by ensuring the project information is kept up‐to‐date in the company repository
• Quality Assurance: Maintaining the project information in the library/repository
• Ensuring that the project lifecycle follows the quality procedures
• Audits, reviews, compliance, health checks

Health Safety Environmental & Quality (HSEQ) Support

• Prepare annual internal audit schedule, and participate in / coordinate internal audits on projects and the company quality management system (QMS)
• Coordinating, administering, monitoring and reporting on Health and Safety and Environmental processes in order to meet statutory and corporate standards
• Work with quality manager and compliance consultant to provide support to ensure the QMS system remains compliant with ISO9001, ISO14001 & ISO45001, including preparing for, liaising with and involvement in annual audits by third parties
• Ensure all non-conformances raised during either internal or external audits are added to company improvement plan.

• Monitor improvement plan on a regular basis, ensuring all non-conformances / improvement opportunities are being actioned by action owners in a reasonable time period

• Update monthly KPI & accident trend analysis spread sheet and produce monthly, quarterly, and annual KPI / Accident trend analysis reports

• Be main point of contact for ISO certification body, arrange all surveillance audits, inform management and staff of when surveillance audits are planned to be carried out, attend surveillance audits and upload audit surveillance reports to TUTOS
• Manage company training and competency matrix (on Monday) ensuring all staff training and competencies are detailed on the training matrix
• Review training and competency matrix each month, identify training that is due to expire in next 30 days and arrange training courses prior to expiry
• Update training and competency matrix once staff have attended training and upload training certificates to training and competency matrix once received
• Ensure all company equipment that requires inspection, testing and/or calibration are registered on the company calibration register, the register is monitored monthly and equipment is re-inspected / calibrated prior to expiry
• Update calibration register when equipment has been inspected/calibrated and upload inspection/calibration certificates to calibration register once received
• Ensure all fire warning, fire detection and firefighting equipment is documented on fire register and equipment is inspected and tested as required by the fire risk assessment

Administration

• Office admin and reception responsibilities (e.g. picking up calls, receiving mail, organising deliveries) and ensure the office is managed well and runs smoothly
• Overall office maintenance: liaise with building management on keys, internet, any office issues, liaise with cleaner
• Primary point of contact for London office project inquiries. Liaising with clients, suppliers and others and reporting as required
• Provide effective and efficient administrative support to management - this will include assisting in purchase orders, invoicing, and co-ordinate meetings

• Maintain awareness of current staff status eg: working location, sickness, holiday etc. Ensure timesheets are submitted and maintain accurate records to enable employee holiday requests

• Ensure health and safety procedures are followed and a safe working environment is maintained in the office
• Attend management review meeting(s) and produce meeting minutes
• Support with the maintenance of the company mail box and ensure that emails are appropriately actioned
• Photocopies and files appropriate documents as needed
• Drafting documentation and correspondence where appropriate

• Assist with developing and maintaining project, quality and admin templates

• Induct new starters
• Organise social events for the London office

Sales support

• Assisting Directors with completion project prequalification documents
• Ensuring all accreditation documents required are current and available

Matchtech acts as an employment agency for permanent recruitment and employment business for the supply of temporary workers and is part of Gattaca Plc.

Gattaca Plc provides support services to Matchtech and may assist with processing your application.