Office Manager / Executive Assistant

Office Manager for a major offshore wind project The UK

Responsibilities

• Support t Project Management Office (PMO), contributing to operational efficiency and coordination
  * Act as the first point of contact for internal and external stakeholders, ensuring a professional and welcoming office environment
  * Lead and manage all external office interfaces, including contractors, IT providers, security, landlord, cleaning services, facilities, and utilities
  * Oversee office lease agreements and supplier contracts, ensuring compliance with budget and contractual obligations
  * Manage invoice approvals and maintain an accurate office budget tracker
  * Ensure full compliance with relevant legislation and regulations (e.g., Health & Safety, fire safety), maintaining knowledge of site procedures
  * Take ownership of office access control and security processes, including:
  o Developing and maintaining access control and visitor policies
  o Managing key fobs and visitor passes
  o Conducting office and building inductions
  o Liaising with building management
  * Lead Health & Safety responsibilities, including:
  o Acting as Fire Warden and First Aider
  o Managing incident reporting (accidents, near misses, ill health)
  o Coordinating first aid training and liaising with HSE team
  * Manage onboarding and offboarding processes, including:
  o Maintaining distribution lists and organisational charts
  o Coordinating IT access (e.g., SharePoint)
  o Delivering local inductions
  * Oversee general office operations and administration, including:
  o Managing office space and desk allocation
  o Maintaining governance and holiday calendars
  o Coordinating office supplies, catering, and facilities
  o Booking and organizing staff events i.e Summer/ Xmas Parties /Team Building days.
  * Provide dedicated administrative and coordination support to the Project Director and Deputy Director, ensuring effective prioritisation and time management
  * Manage complex calendars, including scheduling meetings, resolving conflicts, and optimising executive availability
  * Lead meeting and event coordination, including:
  o Organising senior leadership and stakeholder meetings
  o Booking meeting rooms, venues, and required facilities
  o Coordinating logistics for conferences and management events
  o Preparing agendas and supporting materials
  * Take ownership of action tracking, ensuring:
  o Key decisions and actions from meetings are recorded
  o Follow-ups are monitored and completed within deadlines
  * Act as a key liaison between leadership and internal/external stakeholders, ensuring clear and timely communication

Experience & Job Requirements

• Experience of similar office manager roles previously
• Interfaces / coordinates with Project team and external stakeholder