Belcan are recruiting for a Office Manager who will provide efficient and responsive administrative and organisational support to the Marine Programme Director and the Head of Engineering. The role is responsible for providing PA support and frequently managing work of a confidential nature with integrity and discretion. The role will require the ability to effectively plan and organise the diaries of senior management, the line management of an Office Administrator and overseeing all admin and facilities aspects of a busy office. The Office Manager will manage their own workload and be able to demonstrate initiative to resolve issues quickly in an appropriate manner.
Principal Responsibilities:
Customer
- Acting as a first point of contact: dealing with correspondence and phone calls.
- Liaising with staff, suppliers and clients.
- Communicate with internal & external customers in a professional & confident manner.
Delivery
- Day-to-day diary and email management, with thoughtful planning and supporting correspondence.
- Document preparation, conducting research, specific tasking of a confidential nature on behalf of the Programme Director and Head of Engineering.
- Provide personal assistance on specific tasks as and when required.
- Line management of the supporting Office Administrator and overseeing the smooth running of admin and facilities support on site.
P&L
- Managing the full and complex diaries of the Marine senior management team and keeping them and the business on course.
Resource/Capability
- Demonstrating flexibility with working practices in line with the business need, especially in times of pressure/ high workload.
- Cover for the Office Administrator as required - reception cover, admin processes, facilities support.
- Going beyond what is necessarily called for, anticipating and preparing for a specific opportunity or problem that is not obvious to others.
- Functional reporting to Head of Corporate Office to support companywide initiatives and processes.
Offshore
- Identify opportunities for administrative activities that align with business off-shoring strategy.
- Liaison with offshore shared service teams - IT / Finance.
Required Qualifications and Experience:
- Proficient IT skills - Word, Excel, PowerPoint, Email, Internet use.
- Excellent planning and organisational skills with a disciplined approach and attention to detail.
- Proactive approach to diary management including thinking ahead, back up information to maximise Directors' efficiency & effectiveness.
- Excellent communication and influencing skills.
- Good networking skills and confidentiality.
- Ability to manage own workload and adaptable in a fast paced environment.
- Proven ability to work under pressure and to tight deadlines.
- Detail orientated while working on multiple tasks simultaneously.
- Previous experience in a similar role would be advantageous.
This vacancy is being advertised by Belcan.
