Operations and Office Manager, Management Consultancy recruitment
Job Details: Operations and Office Manager
Sector: Management Consultancy
Department: Operations
Specialisation: Operations
Reporting to: Operating Partner
Basic Salary: £45,000 to £50,000
Bonus Structure: Discretionary Performance and Profit-Sharing bonus
Benefits: Pension, life and permanent health
Location: London, West End
Our Reference: 919161
Summary
This is a career opportunity suited to someone who looks beyond the immediate responsibilities and would value working as an understudy to an Operating Partner whose extremely successful career includes several high profile COO positions including one as co-founder of an award winning hedge fund.
Description
Our client is a pioneering Management Consultancy, with offices in the UK and Europe, providing advice to a blue chip client list that includes both public and private equity backed companies as well as Government departments.
The responsibilities of the role are outlined in detail below along with an initial estimation of the weighting attributable to each, which of course can be expected to vary as the business grows and develops. The role will report directly to the Operations Partner thus forming a cohesive unit driving the existing and developing functionality of all Operations functions (see below). This is a dynamic and extremely successful business which expects only the highest of standards from its’ personnel.
Role of the Operations Manager
- The Operations Manager will primarily support the Operating Partner, based in the London office, who is responsible for IT, finance, HR, legal, administration, London office operations and international projects.
- In addition, the Operations Manager will have responsibility for and ownership of areas such as London Office management and administration of HR for staff.
Key skills and attributes
• Well rounded managerial skills and a team player
• Democratic management style, balanced with decisiveness
• Authority and confidence
• Persuasive, strong influencing skills
• Programme/project management experience, comfortable multi-tasking
• IT literate: able to diagnose problems and liaise with IT support
• High energy, gets things done
• Diplomatic and understands how to manage change
• Demonstrates discretion
• People focused
• Good intellect and high professional standards – role model
• Quickly identifies potential problems/conflicts and takes initiative in resolving them
• Experience of serving senior internal clients in a professional services environment
Detailed Responsibilities
LONDON OFFICE MANAGEMENT (25%)
- Maintaining London office space: Take ownership for the day to day smooth ‘running’ of the office, includes ensuring:
- Office supplies are fully stocked
- Reception is fully functioning
- Office up-keep, maintenance and moves are carried out efficiently and effectively
- Absence and sickness is tracked – and staff cover arranged as necessary
- Health safety policies and compliance are applied and monitored
- Supervising reception: Line-manage the Receptionist, ensuring the role holder reaches their full potential
- Oversight and Co-ordination of Administration Team
- Managing suppliers: Act as the first point of contact for business operations suppliers, the premises manager and landlord’s managing agent.
- Information Management: Manage file ownership and clean up, both hard copy and electronic, including internal, consultant and client files.
- Co-ordinating internal comms: Communicate policies, procedures and relevant business issues and events in a clear and timely manner.
- Own the company business calendar: Compile and maintain a company-wide business calendar, ensuring appropriate and timely action is taken to communicate and address important events (both in the UK and Holland).
SUPPORTING OPERATING PARTNER (20%)
- Admin Support: Manage the Operating Partner’s diary - proactively scheduling meetings and calls, draft correspondence, maintain an accurate filing system, manage agendas and support agenda setting for the Operating Partner’s key meetings – take minutes and track/progress actions from the regular Admin meeting
- Operations Support: Assist the Operating Partner with specific initiatives falling under their remit, most likely in IT, legal and HR areas. Current initiatives involve restructuring the business to an LLP, possible expansion of London office, developing improved reporting processes using existing CRM system, and upgrading of core servers to virtualised software environment.
- Industry best practice: use our networks to keep up to date with best practice across health safety and employment regulations/ legislation and governance, attend training where necessary and ensure the Operating Partner is up to date and informed.
HR ADMINISTRATION (20%)
Take ownership of the administration, and support the processes, relating to the full employee lifecycle, includes:
- Recruitment: Managing the end to end recruitment process for admin/ support positions – designing job specifications, briefing agencies, interviewing, preparing offer letters and employment contracts and scheduling reference calls.
- Induction and on-boarding: Plan and manage an appropriate induction programme for each new joiner, to include: full office orientation, introductory meetings with other members of staff, systems training, completion of HR and HS administration.
- HR and welcome manuals: Design and maintain HR and welcome manuals, continually improving and updating the manual with new learning and insights.
- Training co-ordination: Work with the Operating Partner to design, develop and deliver an annual company-wide training plan.
- Performance reviews: Support the Operating Partner in preparing end of probation and annual performance reviews sessions, manage the scheduling process and ensure all final documents are signed and filed.
- Records management: Maintain accurate electronic and hard copy personnel files.
IT INFRASTRUCTURE AND APPLICATIONS (30%)
- Key contact for IT infrastructure and telephones:
- Build a comprehensive working knowledge of the company’s IT systems (including telephony) and act as the day to day contact for technology and IT support suppliers.
- Liaise with suppliers to ensure that IT and telephony systems operate to the required level, and take proactive action when the prescribed standards are not reached.
- Take on IT administration activities as appropriate, such as ensuring maintenance and back-up routines are run as required.
- Liaise on ordering, setup, installation of desktop hardware and software.
- Applications expert:
- Support other team members with Goldmine (CRM system) functionality and IT queries.
- Train new staff on IT systems and set up external software training sessions to ensure continuous improvement.
- Investigate and keep up to date with new products and software utilities supportive of internal working processes and cloud-based utilities for collaborative working with consultants.
- Electronic Information Management:
- Take ownership of data architecture on the company’s shared data drive - ensuring a clear and logical filing system is implemented and maintained, including regular clean up.
- Take ownership of software licence issues – maintain catalogue, user lists, licence renewals.
- Manage User licences for Exchange Server Mailboxes
PROJECTS AND EVENTS (5%)
- Operations projects: support the Operating Partner on a range of projects and activities, for instance, inputting into the company’s operations strategy; implementation improvements in processes or infrastructure; assisting with the formulation of business continuity plans.
- Support company-wide projects, initiatives and activities: Work across the business on special projects, events and activities, taking ownership where required and ensuring work is managed to deadlines and delivered to high standards. Examples include the co-ordination and delivery of internal and external events, such as client dinners, consultant networking events and company away-days.