Office Manager

• Update and maintain the contract spreadsheet and update the Managing Director on a weekly basis.
• Assist Project Managers with administration aspects of their projects.
• Support HR-related matters, including absence management and documentation.
• Handle complex administrative tasks, including scheduling, correspondence, and record-keeping.
• Ensure compliance with company policies and relevant regulations with Atlas software.
• Provide scheduling, diary management, and meeting support where required.
• Manage candidate administration: maintain recruitment spreadsheets, liaise with managers, recruitment agents, candidates and schedule interviews.
• Coordinate with facilities providers, contractors, and suppliers as required.
• Maintain confidentiality and compliance with company policies and employment law.
• Undertake ongoing CHAS and Constructionline (other where applicable) accreditation to ensure industry standards and certifications are upheld.
• Oversee the smooth running of day-to-day office operations across multiple sites.
• Process and approve leave requests, including volunteer leave, ensuring accurate records.
• Undertake ongoing Citation H&S accreditation including external audits, follow up actions and ensure a clear understanding of them across the team.
• Support health and safety compliance, including ensuring policies are followed at each site.
• Undertake ongoing UKAS ISO 9001 and 14001 accreditations including internal and external audits and ensure a clear understanding of them across the team.
• Build strong working relationships with stakeholders to support collaboration.
• Working with an experienced finance team to establish budgets & reporting for facilities, office purchases and contract management of office suppliers.
• Act as the main point of contact for project contracts.

You will be responsible for organising office operations and procedures to ensure organisational compliance, effectiveness and efficiency. The Multisite Office Administrator is to provide administrative, logistical and support services to the OOBE team and a portfolio of landscape architecture projects. You will maintain and exceed our client’s objectives through the highest possible standards of execution in accordance with OOBE’s agreed objectives and business plan.

• Liaise between clients, internal managers and legal consultants to ensure contracts are processed and signed in a timely manner.
• Support Senior Management Team (SMT) and wider team with administrative tasks.
• Coordinate new starter inductions and act as lead contact for onboarding processes.
• Organise and/or provide assistance with the organisation of team events.
• Ensure consistent administrative processes are applied across all office locations.

The member of staff must on all occasions perform the duties listed above with full regard to OOBE’s Equal Opportunities Policy and in accordance with the terms set out in their contract

• Travel between sites to provide hands-on support where required.
• Act as the first point of contact for staff queries, escalating to managers where necessary.

The Multisite Office Administrator is responsible for the smooth day-to-day operations across our OOBE offices to ensure they are comfortable, productive, and enjoyable places to work for the whole team.

• Collate and circulate communications, notices, and updates across sites.
• Provide assistance with office management software (CMAP) when required.

In addition, the Multisite Office Administrator provides clear internal communications on office activities, effective HR and recruitment support, coordination of inductions and training, corporate social responsibility and duties relating to staff wellbeing.

• Maintain confidential documents and records securely.

• Highly proficient in Microsoft 365 (Word, Excel, Outlook, Teams) and SharePoint applications.
• Demonstrates an ability to be innovative, question conventional approaches and use new technologies.
• Strong leadership and team management skills.
• Bachelor’s degree in business administration, management, or a related field preferred but not essential.
• Meticulous and approachable, with a calm and welcoming demeanour.
• Proven quality management and audit experience
• Discretion and confidentiality when handling sensitive HR matters.

OOBE is a dynamic and innovative Landscape Architecture practice dedicated to delivering exceptional services to our clients. We create spaces inspired by nature to deliver landscapes for people to live, work, relax, play and cherish. We are now seeking a professional, proactive and experienced Multisite Office Administrator with excellent organisational skills and strong interpersonal skills. The position encompasses a variety of responsibilities across multiple office locations.

• OOBE use software called CMAP and Atvero to assist with operations - all of which we offer training in.

You will be supported by members of the Commercial Team, the Operations Director, and external consultants. This role is extremely varied, requires attention to detail and will require occasional travel between our office locations. Your exceptional organisational skills will be crucial to achieving your objectives.

• Min. two years proven experience in office administration, ideally across multiple sites.
• Excellent communication and interpersonal skills

Salary: Dependent on agreed working hours

Hours: Flexible/Core working hours or suitable to business needs, 5 days a week