Office Manager

Role Overview

We are seeking a highly organised and proactive Office Manager to oversee the efficient day-to-day running of the business's administrative, HR, operational, and compliance functions across both of our offices – Gateshead and Middlesbrough.

The Office Manager will act as a central point of coordination across the organisation, ensuring that internal processes run smoothly, supporting operational delivery, maintaining compliance standards, and providing leadership across office administration activities. This role requires a commercially aware individual who can drive improvements, manage competing priorities, and support business growth through effective systems, reporting, and process management.

Key Responsibilities

Office Operations & Business Support

• Lead and manage the day-to-day operations of the office.
• Develop, implement, and continuously improve administrative processes and procedures.
• Act as the primary point of contact for office-related matters, suppliers, and service providers.
• Oversee office facilities, equipment, and resource management.
• Support senior management with business administration, reporting, and strategic initiatives.
• Coordinate company meetings, events, travel arrangements, and accommodation bookings.
• Ensure effective communication and collaboration between office and field-based teams.

People Management & HR Administration

• Maintain responsibility for employee records and personnel documentation.
• Manage onboarding and offboarding processes, ensuring a positive employee experience and full compliance.
• Coordinate recruitment administration, interview scheduling, and candidate communications.
• Monitor employee training, certifications, and competency records.
• Provide support to management on employee relations matters, absence tracking, and performance review administration.
• Ensure HR policies and procedures remain up to date and compliant with employment legislation.
• Support workforce planning and resource allocation activities.

Timesheet, Payroll & Workforce Administration

• Oversee the collection and validation of employee and contractor timesheets.
• Ensure accurate allocation of labour hours to projects and contracts.
• Work closely with management to resolve discrepancies and improve reporting accuracy.
• Prepare payroll-related information and reports within agreed deadlines.
• Produce workforce utilisation and labour analysis reports to support operational decision-making.

Compliance, Accreditations & Health & Safety

• Take ownership of company compliance documentation and accreditation management.
• Maintain and coordinate submissions for accreditation schemes including SafeContractor, Constructionline, ISO standards, and other industry-specific requirements.
• Support Health & Safety administration and document control processes.
• Ensure company records, policies, certifications, and compliance documentation remain current and audit-ready.
• Assist in preparation for internal and external audits.

Operational Planning & Job Coordination

• Coordinate administrative support for project planning, scheduling, and resource allocation.
• Monitor project and job progress through systems such as JobLogic.
• Work closely with operational teams to ensure resources, materials, and documentation are in place.
• Escalate potential scheduling conflicts, delays, or operational risks where appropriate.
• Support continuous improvement of planning and workflow processes.

Procurement & Supplier Management

• Manage the purchasing process, including raising and approving purchase orders.
• Build and maintain strong relationships with suppliers and subcontractors.
• Obtain quotations and negotiate where appropriate to achieve value for money.
• Monitor supplier performance and maintain accurate supplier records.
• Oversee stock control and inventory management to ensure operational requirements are met.

Reporting & Commercial Administration

• Produce accurate weekly and monthly management reports.
• Monitor project administration, costs, documentation, and completion records.
• Support invoicing processes and ensure timely completion of administrative requirements.
• Prepare client reports, photographic reports, certifications, and contract documentation.
• Analyse operational data and provide insights to management to support business performance.
• Maintain accurate records within company management systems and databases.

Leadership & Continuous Improvement

• Provide guidance and support to administrative staff where applicable.
• Identify opportunities to improve efficiency, workflows, and internal controls.
• Drive a culture of accountability, professionalism, and continuous improvement.
• Support business change initiatives and implementation of new systems and processes.

Skills & Experience

Essential

• Proven experience in an Office Manager, Operations Coordinator, Business Support Manager, or similar senior administrative role.
• Strong knowledge of office management procedures and business administration.
• Experience supporting HR administration and employee lifecycle processes.
• Experience managing compliance documentation and accreditation schemes.
• Advanced Microsoft Office skills, particularly Excel, Word, Outlook, and Teams.
• Strong organisational, planning, and prioritisation skills.
• Excellent communication and stakeholder management abilities.
• Ability to work autonomously and manage multiple priorities.
• High attention to detail and strong problem-solving capability.

Desirable

• Experience using JobLogic or similar field service management software.
• Experience within construction, engineering, facilities management, or contractor environments.
• Knowledge of Health & Safety administration and ISO management systems.
• Experience supervising administrative staff.
• Understanding of payroll processes and project-based workforce planning.

Key Competencies

• Leadership and accountability
• Commercial awareness
• Process improvement mindset
• Organisation and planning
• Communication and relationship building
• Analytical thinking
• Attention to detail
• Adaptability and resilience

Pay: £38,000.00-£48,000.00 per year

Work Location: In person