Office Manager

MM Search are delighted to be working with our client RCapital on an exciting Office Manager role. They are looking for an experienced Office Manager with experience of Xero Accounting software.
Office Management
· Office Fire Marshall and first aider
· Manage the reception/Admin assistant role (recurring recruitment for role, training individual in role, managing daily in terms of monitoring what they are doing/tasks, booking ad hoc holiday cover, making sure individual is up to date with first aid and fire Marshall training)
· Recruitment for Support function roles (PA, EA roles) creating job spec, liaising with recruiters, short listing, interviewing, sending on offers to recruiters, etc)
· Onboarding for new employees (collecting new starter form, collecting ID, POA, emergency numbers, bank details for Payroll, adding individual to EE/Vodafone accounts, health insurance policy, Ringcentral, Disc (personality) profiles, Webexpenses, arranging headshots, business cards, liaising with RN for email addresses, arranging keys to be cut, alarm fobs, setting up with locker, calculating annual leave allowance pro rata for new employees, and sometimes ordering tech)
· Offboarding for employees: Notifying Payroll of last day and pro rata annual leave to pay out, collecting any Rcapital tech, removing employee from health insurance, EE/Vodafone account, Webexpenses, requesting RN cut off access to email and server, asking Jen to remove from website, retrieving office keys.
· Scheduling monthly team meetings and compiling monthly team meeting slides for OPS meeting
· Administering the Office contents insurance (which includes employers’ liability for Hay Wain, Blazehill and Rcapital)
· Administering the Rcapital Health insurance policy (onboarding and offboarding employees, annual renewals, or changes)
· Administering the EE and Vodafone company account (checking invoices, querying charges, onboarding/offboarding employees, making changes, upgrades, etc.)
· Administering and managing the Rcapital facilities management providers/accounts: Example: Business rates, British Gas, SSE, alarm company, Addison Lee, Vision, cleaning company, aircon maintenance, Plant plan, Total data file storage, PAT testing to name a few. The activity involved in each supplier varies and can range from receiving and checking monthly invoices to arranging monthly or annual maintenance visits/ taking a more active role in how the provider is functioning/performing.
· Recording/maintaining database of all relevant up to date info regarding all contracts, accounts, and suppliers we have (this is for continuity that Reception can have access to all accounts.
· Liaising with Chapman Petrie (managing agents) on Service charges and rental payments in accordance with the annual budget which you also review, changes within the building, any issues that arise, fire drills and fire risk assessments, communal areas, and relaying info to staff/Partners.
· Arranging for any ad hoc office touch ups/things that need fixing (Quooker taps, new signage, broken handles, reporting tech issues to JW, Printer issues, shredder breaking down, coffee machine maintenance, etc)
· Administering the holiday tracker (receiving employee requests and getting approval from Phil, recording employees leave, adding to calendars, providing Payroll with info re employees who are leaving (pro rata leave to be paid out.)
· Maintaining certain folders on server (Office management, HR policies, Rcapital templates)
· Manage office assignment of lease/lease renewals.
· Ordering corporate gifts (usually hampers at the end of each year)
· General support when needed on ad hoc things example: Archant property gas issue.
Events
Organising Rcapital events each year. (2022 there was 9 events, 2023 there are 8 currently scheduled excluding staff nights out)
Events differ in size and complexity, but example of some activities listed below are:
· Liaising with Partners or events host on invitee list
· Creating/drafting event invites (sourcing images, drafting wording, compiling attendee invitee contact details to import to Mailchimp, setting up campaign)
· Responses/dropouts/re-invites/replacements
· Sourcing and booking hotels.
· Sourcing and booking event venues, some with special facility requirements specific to event (Bike Ride), and confirming drinks, canape, and menu selection.
· Arranging catering/waiters/cleaners
· Sourcing and booking transfers or travel other than flights.
· Continue event comms to attendees (chasers to non-respondents, finer details to attendees, reminders, dietary requirements, indemnity forms)
· Collecting passport info, booking flights, and communicating info to each participant
· Keeping record of deposits/final payment and cancellation cut offs.
· Handling last minute change of plans/dropouts/change of participants
· Create schedule/itinerary of event/weekend.
· Creating seating plans
· Confirming and reconfirming arrangements/collections/timings etc
· Organising certain merchandise for events (Beanies, bottles, pens, notebooks, umbrellas – sourcing suppliers, quotes, mock approvals, orders, payment, etc)
Bookkeeping/Banking
· Bookkeeping in Xero for Three V Partnership LLP and Aston Partnership
· Reviewing all invoices in Xero for Rcapital Partners LLP, checking they are correct with Rcapital contact who arranged the work, then confirming with Phil for approval.
· Processing and preparing requested payments/transfers for authorisation for Three V Partnership LLP, Three V Euro, Fat Tyre, RR, Quilam, Aston Partnership, Rcapital Partners LLP, HWGL, and Blazehill - (Supplier payments, drawdown requests, staff expenses etc.) As well as certain ad hoc payments from Portfolio entities eg Independent Group (UK) Limited
· Preparing weekly payment schedule for Three V Partnership LLP, Rcapital Partners LLP, HWGL, RR, Quilam, Blazehill, Aston Partnership and ensuring approval had been appropriately received.
· Authorising portfolio company payments where required.
Ad hoc projects
· Blazehill Capital Limited (project management on startup)
· The Rcapital office move from 5th Floor to 4th Floor.
· Transition from Three V Partnership LLP to Rcapital Partners LLP
Hay Wain
· Administering holiday tracker (recording employees leave, adding to calendars, info for onboarding/offboarding of employees in relation to amount of pro rata leave)
· Hay Wain staff health insurance policies (renewal, new employee onboarding and offboarding)
· Employers’ liability insurance (on the Rcapital policy)
Blazehill
· Administer the Blazehill Directors and Officers insurance.
· Administer the Blazehill health insurance policy (renewal, new employee onboarding and offboarding)
· Blazehill employee onboarding for new employees (collecting new starter form, collecting ID, POA, emergency numbers, bank details for Payroll, health insurance policy, arranging headshots, business cards, liaising with RN for email addresses, arranging keys to be cut, alarm fobs, setting up with locker and sometimes ordering tech)
· ICO Annual registration renewal
· Employers’ liability insurance (on the Rcapital policy)
· QR code renewal for Blazehill business cards (annual)
Salary on Offer is £52,000.
Hybrid working = 4 days in the office with 1 at home