Office Manager – in an International Recruitment Consultancy

at Apply4U Ltd
Location London
Date Posted January 14, 2022
Category Default
Job Type Full-time


Office Manager - in an International Recruitment Consultancy


Our client and Partners vision is to demonstrate how a focus on 'service oriented teamwork' makes us the favourite and most productive Recruitment Partner to IT Leaders of Global Enterprises and to the most valuable niche tech experts in each of the countries we operate in, creating a true 3 way partnership. We build global teams for global enterprises though our own global recruitment team.

Our multi lingual London office is based in a prestigious digital hub and the office manager would be based here to help with tasks group-wide, which includes c30 staff in our "Liverpool Street" office, and a further c10 in our wider overseas offices in the Netherlands, Germany, Switzerland and Poland.

The company has won 11 awards in 2021 and has created a unique positioning in the market that is very scalable, and so we are looking to grow significantly in the coming years.


This role will support the main London office to include the executive team and also remote employees and the overseas offices, the production of all new contractor contracts and extension management, assisting with the continuous improvement and compliance objectives across the business, and generally looking to keep the business running efficiently on a day to day basis.

Role and responsibilities:

Office Management

  • Manage the day-to-day running and operation of the London office, liaising with the building management company and providing support to the overseas offices and remote workers.
  • IT set up of new laptops, desktops and mobile phone apps for all new starters with overall ownership for IT asset management log, dealing with the IT & telephone providers when necessary to manage issues and facilitate necessary upgrades. Ensuring everyone has the tools they need.
  • Be the systems trainer to ensure all staff make full use of the systems that we provide, especially our Voyager Infinity CRM and Linkedin Recruiter seats.
  • Set up of new starters and carrying out company induction for new starters, facilitate the off boarding of employees and general maintenance of the staff files.
  • Responsible for the general day to day management of the office from monitoring the post and deliveries through to ordering office supplies.
  • Operating as the first point of contact for the business. Screening phone calls, enquiries, and requests, handling them when appropriate and routing them to the correct party as necessary.
  • Conduct office tour for on-boarding and visitors, and coordinate the set up for events and meetings, booking rooms on behalf of the business.
  • Organising and publicising staff corporate social events, supporting the social channels and sales incentives.
  • Helping to motivate the sales team to enter data properly into the Voyager CRM database, and accurately and promptly publishing KPI reports. Daily reports every morning and monthly reports swiftly after month end. Producing weekly management reports.
  • The company owns an office building locally, and your assistance is required to maintain it via external suppliers (eg Plumbers and electricians) for our tenants, by engaging with the tenants and suppliers and organising any issues to be proactively addressed and in a cost-effective way.
  • HR management and H&S management

Contract Administration

  • Review and raise contract documentation in line with company policy and local legislation for new placements & extensions across all international offices
  • Obtaining the necessary statutory, company and client compliance documentation.
  • Liaise with other departments to ensure accuracy of contractor information on company database and contract paperwork.
  • Managing the contractor on-boarding and off-boarding life-cycle process in conjunction with the Accounts and Sales teams
  • Responsible for welcoming contractors to the company & explaining contract & accounting processes.
  • Deal with all contractor enquires relating to contract amendments.
  • Background verification screening and checking visa and right to work.
  • Manage the distribution and recording of contractor quality evaluation/satisfaction surveys.

Measuring the NPS (net promoter score) of satisfaction and updating to company collateral.

  • Day to day maintenance of data protection as per GDPR guidelines, measuring and acting upon requests in line with GDPR policies escalating where required.
  • Identify and making recommendations for process improvements where necessary.
  • Running company employee incentives, recording performance and sharing updates.
  • Getting involved and taking charge of new projects eg ISO certifications and overseas equivalents

Skills required:

  • Positive and "can do" attitude, and ambassador for the company objectives.
  • To be highly organised and excellent at follow up.
  • Communication, the ability to communicate with candidates and internal stakeholders in an articulate, credible, professional and persuasive manner.
  • Resilience, natural ability to working in a tenacious manner, flexible to multi task and prioritise own time effectively to achieve results.
  • Proven experience in working collaboratively with a sales team demonstrating the gravitas, required to engage and persuade.
  • Strong numerical and analytical skills and excel expertise - able to identify issues and provide solutions in a proactive manner.
  • Sense of priority and the ability to work on own initiative with minimal supervision

Demonstrate absolute accuracy and being smart at creating your own "double checking" systems, and spotting/correcting errors made by others.

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