Assistant Office Manager

Full-time AECOM in Assistant Email Job
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Job Description

Company Description

Work with Us. Change the World.

At AECOM, we’re delivering a better world. Whether improving your commute, keeping the lights on, providing access to clean water, or transforming skylines, our work helps people and communities thrive. We are the world’s trusted infrastructure consulting firm, partnering with clients to solve the world’s most complex challenges and build legacies for future generations.

There has never been a better time to be at AECOM. With accelerating infrastructure investment worldwide, our services are in great demand. We invite you to bring your bold ideas and big dreams and become part of a global team of over 50,000 planners, designers, engineers, scientists, digital innovators, program and construction managers and other professionals delivering projects that create a positive and tangible impact around the world.

We’re one global team driven by our common purpose to deliver a better world. Join us.

Job Description

As an Assistant Office Manager, you will be responsible for maintaining an efficient and pleasant work environment, ensuring high levels of organisational effectiveness, good communication, and safety. Your role will extend to the physical office environment, and to the systems that support the office. You will ensure that all aspects of the office are fit for purpose and that all desks, work areas, collaborative spaces and common areas are able to be used in such a way to support hybrid working.

Role Responsibilities:

Reception:

  • Undertake the Front of House role (see separate role description) as agreed with the Office Manager.

Telephony & Post:

  • Ensure that telephone and video conference equipment installed in the office is always operational.

Office Management:

  • Maintain a tidy office environment, ensuring refreshment areas are replenished and everywhere is clean and tidy.
  • Clean, maintain and restock drinks machines, if applicable.
  • Carry out daily checks of non-client facing rooms, collaboration areas and public areas to ensure correct set up and readiness for employee use, replenishing consumables as required. Ensure that AV equipment is working, battery operated equipment is functioning and that cables are in good order and correctly managed.
  • Carry our monthly checks of workstations to ensure correct set up. Ensure that furniture and IT equipment is present and functioning, sit stand desks are operational, cable management is in order and that blinds are in good working order.
  • Maintain an organised and tidy work area, including storage areas.
  • Ensure booked authorised Contractors have access to the building as required and refer unexpected Contractors to Office Manager prior to admitting.
  • Purchase office supplies as required, using the correct buying channels.
  • Receipt or approve invoices, for incoming orders using Markview or Advantage.
  • Monitor how the office space is being used and ensuring this is in line with our policies. Specific examples of this will include making sure office users book resources, using the Office Booking Tool, that desks are clear when not in use, and that resources are being used in accordance with our policies.
  • Maintain and restock photocopiers and plotters to ensure safety and availability and engage the maintenance contractor where required.

Systems:

  • Maintain office records as required.
  • Where lockers are provided, manage the locker system and maintain locker & key database, including a quarterly review of floor lockers to check for condition and utilisation.
  • Be a pillar of knowledge for our Office Booking Tools. Act as the first line of support to assist users with any questions, queries or issues. Act as a Scheduler to manage booking conflicts, as necessary.
  • Be a pillar of knowledge for our travel systems, purchasing systems, AV systems and be able to provide guidance to employees on how to use these systems.

Inductions / Departures:

  • Receive weekly starter, leaver and transferee lists for the office.
  • Arrange day 1 / week 1 office bookings for new starters.
  • Arrange day one induction for new starters.
  • Provide new starter introduction to office arrangements and safety arrangements and training on Office Booking Tools, travel systems, purchasing systems and AV systems.
  • Onboard new starters to office access system, including obtaining photo id access card.
  • Arrange off-boarding for leavers.
  • Arrange collection of IT equipment, mobile phone and Working from Home kit (if applicable) and arrange transfer of these to the relevant location for refurb / reuse.
  • Offboard leavers from the office access system and if possible, recover and destroy used photo id access card .

Safety (training will be provided as required):

  • Desirable to hold First Aider and Fire Marshal training, and act in these roles as required.
  • Hold level 1 (or 2 if relevant to location) food hygiene certificate (or equivalent) and ensure food hygiene processes are applied in kitchen and food service areas.
  • Complete a daily visual check of the office facility (including visual check that escape routes are free from obstruction) and report any adverse findings (as per policies) and ensure that any issues are addressed or made safe in an appropriate timescale.
  • Assist the Office Manager in monitoring and responding to Safety Observations.
  • Ensure that any observations raised by the Office Manager / LSO or via safety observations are closed out in the required timescales.
  • Be familiar with the Office SH&E Plan and be able to implement those plans as required.

General Duties:

  • Work with other members of the Office Management Team to ensure that office facilities are available throughout the locally agreed Office Hours.
  • Assist the Office Manager with monitoring and responding to emails sent to the office mailbox.
  • Act as a point of contact to the local cleaners, highlighting any areas requiring special attention and raising any concerns to the Office Manager and Facilities Management team.
  • Assist with preparation for special meetings and events.
  • Ensure all Company, Client, visitor and guest information remains confidential and secure.
  • Support the Office Manager and Office Management Team with any admin tasks.

Qualifications

  • Able to work under general supervision, and to manage changing priorities as they arise.
  • Display strong interpersonal, verbal, written communication skills and good organisational and negotiation skills.
  • A proven ability to work as part of a team.
  • Proficient in use of Microsoft Word, Excel, Outlook, and online tools.
  • Good customer service ethic and attentive to detail.

Training and other desired qualifications:

  • First Aid at Work qualification, or equivalent
  • Level 1 (or 2 if relevant) food hygiene and safety qualification, or equivalent
  • AECOM Fire Marshal training
  • AECOM lone worker training
  • AECOM Manual Handling Training
  • IOSH Working Safely

Additional Information

About AECOM

AECOM is the world’s trusted infrastructure consulting firm, delivering professional services throughout the project lifecycle – from advisory, planning, design and engineering to program and construction management. On projects spanning transportation, buildings, water, new energy and the environment, our public- and private-sector clients trust us to solve their most complex challenges. Our teams are driven by a common purpose to deliver a better world through our unrivaled technical and digital expertise, a culture of equity, diversity and inclusion, and a commitment to environmental, social and governance priorities. AECOM is a Fortune 500 firm and its Professional Services business had revenue of $14.4 billion in fiscal year 2023. See how we are delivering sustainable legacies for generations to come at aecom.com and @AECOM.

Freedom to Grow in a World of Opportunity

You will have the flexibility you need to do your best work with hybrid work options. Whether you’re working from an AECOM office, remote location or at a client site, you will be working in a dynamic environment where your integrity, entrepreneurial spirit and pioneering mindset are championed.

You will help us foster a culture of equity, diversity and inclusion – a safe and respectful workplace, where we invite everyone to bring their whole selves to work using their unique talents, backgrounds and expertise to create transformational outcomes for our clients.

AECOM provides a wide array of compensation and benefits programs to meet the diverse needs of our employees and their families. We also provide a robust global well-being program. We’re the world’s trusted global infrastructure firm, and we’re in this together – your growth and success are ours too.

Join us, and you’ll get all the benefits of being a part of a global, publicly traded firm – access to industry-leading technology and thinking and transformational work with big impact and work flexibility. As an Equal Opportunity Employer, we believe in each person’s potential, and we’ll help you reach yours.

All your information will be kept confidential according to EEO guidelines.

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