Office Manager

Glasgow | Full-time | Up to £35,000 per annum

Are you an experienced Office Manager who enjoys variety, thrives in a busy environment, and takes pride in keeping an office running efficiently?

We're recruiting on behalf of a long-established and highly respected professional services organisation in Glasgow for an Office Manager, to join their team following the retirement of a valued employee after 22 years. This is an excellent opportunity to step into a well-established role where you'll be trusted to oversee the day-to-day running of the office while supporting a busy Building Consultancy team.

This is a varied position offering a great mix of office management, administration, team leadership, and client interaction.

What you will get in your new role

• Salary up to £35,000 per annum DOE 
• 33 days annual leave, including bank holidays 
• Office closure over the Christmas period 
• Staff parking available 
• Monday to Friday, 9:00am - 5:00pm 
• Friendly and collaborative working environment 
• The opportunity to join a well-established organisation with an excellent reputation 
• A varied role where you'll play an integral part in the success of the business

Responsibilities in your new role as Office Manager

As Office Manager, you'll play a key role in ensuring the smooth day-to-day operation of the Glasgow office while providing administrative support to the Building Consultancy team. You'll work closely with the Partners, supervise a small administration team, and act as a central point of contact for both colleagues and clients. Your responsibilities: 

Office Management 

• Oversee the seamless day-to-day running of the Glasgow office
• Provide comprehensive administrative and PA support to the Partners
• Supervise and mentor a team of three administrators, fostering a collaborative environment
• Coordinate all office maintenance, repairs, and supplier services efficiently
• Manage staff holiday records and ensure all annual compliance updates are processed
• Process supplier invoices for timely payment
• Support Health & Safety and Fire Risk compliance in conjunction with the Compliance Manager
• Order essential surveying equipment and maintain adequate office supplies
• Manage office access systems, including keys, alarm fobs, and Paxton10. Administer user access to internal systems, ensuring security and efficiency
• Handle confidential correspondence with the utmost discretion and liaise with HR as required
• Provide comprehensive general administrative support to ensure optimal office efficiency

Building Consultancy Administration

• Manage all incoming Building Consultancy enquiries and expertly allocate work to surveyors.
• Prepare and issue accurate and timely fee quotations to prospective clients.
• Liaise effectively with clients throughout the entire instruction process, ensuring clear communication.
• Arrange property inspections for Building Surveyors, optimising their schedules.
• Set up new jobs and maintain meticulous records.
• Prepare professional reports, correspondence, and invoices.
• Finalise reports with meticulous attention to detail before issuing them to clients.
• Monitor invoice payments diligently and report on progress.
• Produce insightful monthly and quarterly income reports against departmental targets.

Your personality, experience and qualifications

You will be highly organised, take immense pride in your work, and can confidently manage multiple priorities within a bustling professional office environment. Your proactive approach and commitment to excellence will be key to your success in this varied and engaging role.

You will ideally bring:

• Demonstrable previous experience as an Office Manager or Senior Administrator.
• Proven experience in supervising or managing an administrative team.
• Exceptional organisational and time management skills, with a keen eye for detail.
• Strong communication and interpersonal skills, capable of building rapport at all levels.
• The ability to work confidently and effectively with senior stakeholders.
• Experience in handling confidential information with the highest level of discretion.
• Proficiency in Microsoft Office applications, including Word, Excel, and Teams.
• A proactive approach to problem-solving and excellent attention to detail.

While experience within a professional services environment such as surveying, engineering, legal, property, architecture, or accountancy would be highly advantageous, we strongly encourage applications from candidates with transferable experience from other sectors who can demonstrate the required skills and enthusiasm for this role.