Office Manager

Sydenham: Join a dynamic architectural and engineering consultancy as their new Office Manager! We are seeking an experienced professional with a strong background in administration or coordination within the Architecture, Engineering, or Construction industry. This role is ideal for someone who thrives in a fast-paced environment, understands project workflows, and is confident managing both day-to-day operations and cross-functional support. You'll be the backbone of the office that ensuring smooth administrative processes, assisting project teams, and keeping financial, HR, and compliance systems running efficiently. If you are organised, proactive, and also familiar with tools like Xero and Workflow Max, we’d love to hear from you!

Key Responsibilities:-

Administrative Operations: - Manage the day-to-day operations of the office, ensuring an efficient and professional working environment. - Coordinate schedules, appointments, and meetings. - Book inspections and liaise with clients, builders, and contractors - Maintain filing systems (digital and physical) for project documentation, client records, and permits. - Handle incoming calls, emails, and correspondence.

Project Support & Coordination - Draft short form agreements outlining service scope and pricing for client approval. - Assist engineers and drafters with administrative aspects of project delivery (e.g., formatting reports, tracking project milestones). - Coordinate subcontractor and supplier communication and documentation. - Maintain project management software (Workflow Max), ensuring accurate input of timelines and deliverables. - Send out engineering reports and other project documents to clients in a timely and professional manner.

Financial & Compliance - Manage invoicing and expense tracking. - Reconcile invoices to ensure accuracy and consistency with project records. - Enter and allocate bills and expenses into Xero accounting software. - Ensure compliance with health & safety policies, engineering licensing records, and company insurances. - Oversee company fleet management, including vehicle servicing schedules, and registrations.

HR & Staff Support - Manage onboarding processes for new staff and maintain employee records. - Organise training, team-building events, and office culture initiatives. - Monitor leave balances and manage administrative HR tasks.

Office Management - Order and manage office supplies, software licenses, and equipment. - Liaise with building management, IT vendors, and service providers. - Ensure the workspace is clean, professional, and functional.

- Proven experience in office administration, ideally in the engineering, construction, or professional services sector. - Basic understanding of structural engineering terminology is a plus. - Strong organisational and multitasking skills. - Excellent communication, interpersonal, and problem-solving abilities. - Knowledge of invoicing tools or accounting software (Xero) is advantageous. - Proficiency in MS Office Suite and familiarity with project management software (Workflow Max) - Able to pass the Ministry of Justice check