This role is a hybrid role and requires at least 3 day per week office based. A 30 hour contract is available if part-time is preferred.
As the Office Manager at Mando you provide invaluable support in maintaining the day to day running of the Office and providing assistance to our Compliance, Finance & HR teams in the provision of detail-driven administrative support, helping to ensure that our business is meeting its obligations and goals. You also support our wider operations and environment, helping to simplify the lives of your colleagues through the provision of office management to ensure that everyone who visits our business is happy and well looked after.
Your success at Mando comes through:
Office & Operations
Owning the daily running of a hybrid-working office, including:
- Owning the Mando office space, maintaining front-of house and the office environment as a welcoming and friendly place to work
- Responsibility for managing the office petty cash card and purchasing of office supplies, including ensuring stocks of fruit, snacks and drinks are maintained for employees and guests.
- Responsibility for reconciliation of the office budget on a monthly basis, ensuring spend does not exceed budgets set at the beginning of the financial year.
- Supporting in the organisation of meetings for clients and other visitors – ensuring catering provisions are in place where required, as well as offering hosting support when onsite.
- Managing internal event planning, staff initiatives and other ‘delighters’ which help make Mando a great place to work as well as playing a key role in working groups, where applicable, which are critical to Mando’s culture – such as the Social & Wellbeing and Office Teams, including supporting these with budget planning.
- Liaising with building operations around office issues and managing office supplier relationships, including our managed office, virtual telephone and cleaning suppliers, and ensuring these suppliers meet our needs.
- Arranging ad hoc office repairs and replacements, sourcing & managing suppliers where necessary
- Arranging and managing travel and accommodation bookings for colleagues where required
- Providing other ad hoc operational support as required, including dealing with incoming post for the business and finance department, handling confidential data.
HR
Supporting the HR Manager in the running of the HR function, including:
- Absence - recording sickness absence, managing annual leave
- Training - recording training, managing training requests, preparing and allocating training on our Learning Management System
- Employment Contracts - preparing paperwork
- Onboarding and offboarding tasks - taking up references, arranging meetings, inductions and adding to systems
- Policies - support with reviewing and updating policies as appropriate
- Recruitment - posting roles, checking CVs, arranging interviews, liaising with recruiters, supporting Hiring Managers
- Surveys - encouraging staff to participate, supporting with analysing results
Finance
Supporting the Finance Manager in the daily processing of financial information, including:
- Supporting with the purchasing process, raising of purchase orders for approval within our Finance System
- Managing and reconciling company credit card and bank transactions, liaising with colleagues to ensure relevant details are captured.
- Supporting with monthly payroll, including processing overtime, expenses etc and liaising with our external payroll & pensions providers;
- Administration & promotion of staff benefits and salary schemes.
- Occasional / ad hoc other finance admin duties as required
Compliance
Working as part of the Compliance team to support in maintaining and investing in our systems and processes, including:
- Gathering evidence for Investors In People, ISO and BCorp audits
- Preparing reports for compliance meetings
- Booking meetings
- Supporting with sustainability / Corporate Social Responsibility days
- Supporting with DE&I activities
To fit within the team culture and demonstrate the right character we expect you to:
- Value accuracy and attention to detail, showing commitment to ensuring clarity and correctness of data
- Invest your time and energy effectively to understand our finance and HR systems and expand your knowledge of finance and commercial issues relevant to our business
- Be able to respond to changing priorities and manage your own workload to ensure your contribution to the company’s reporting process is achieved in a timely and accurate manner
- Have great pride and interpersonal skills, a warm and friendly demeanour, and be able to demonstrate empathy and understanding to anticipate the needs of visitors and staff
- Have a solid appreciation of the effective use of IT in business, including a high level of proficiency in Microsoft Excel and other Office applications
ABOUT YOU
You have great written and verbal communication skills and the ability to work closely with internal and external stakeholders. You have a passion for the detail, ensuring that things are done ‘right’, and a strong ability to manage own and others’ deadlines. You’re also fully computer literate with a solid understanding of Excel, as well as great attention to detail and excellent analytical and interpersonal skills.
Ideally you have some background in detail-oriented administrative roles with HR, Finance or Compliance, and a keen sense of pride in their environment.
Competencies
- High level of accuracy and speed in data entry & admin tasks
- Proficient in the use of Excel and able to learn quickly.
Commercial aptitude
- Ability to manage spend against budget and make good commercial decisions
Leadership traits
- Able to communicate effectively & persuasively, and adapt your tone dependent on audience to ensure positive outcomes