Office Manager

Office Manager

The Office Manager is responsible for overseeing daily office operations while delivering a highly professional front-of-house and receptionist function. This role ensures a seamless, efficient, and welcoming environment for clients, vendors, and employees. The position combines administrative leadership, office coordination, and first-point-of-contact responsibilities to support overall business operations and client experience.

Knowledge, Skills and Experience

• Thorough knowledge of the industry
• Strong front-of-house presence with a professional, courteous demeanor
• Exceptional verbal and written communication skills
• Excellent telephone etiquette and client-facing skills
• Strong organizational and multitasking abilities in a fast-paced environment
• Ability to work under pressure and meet time-sensitive deadlines
• Proven problem-solving skills with sound judgment
• Strong relationship-building capabilities across all levels
• High attention to detail and accuracy
• Proficiency in Microsoft Office and internal systems (Moveware / HubSpot)
• Ability to manage competing priorities and workflows
• Team-oriented with a proactive and adaptable mindset

Key Responsibilities

• Office Management & Administration
• Manage and streamline overall office infrastructure and workflows
• Oversee all clerical and administrative functions of the office
• Improve and implement office processes to drive efficiency
• Track, order, and manage office supplies and inventory
• Maintain organized documentation systems and records
• Complete digital documentation accurately and efficiently
• Reception & Front-of-House Management
• Serve as the primary point of contact for all visitors, clients, and vendors
• Greet and welcome guests in a professional and courteous manner
• Maintain a clean, organized, and presentable reception area at all times
• Manage incoming calls, screen and direct appropriately
• Monitor and respond to voicemail messages daily
• Handle general inquiries via phone, email, and in-person interactions
• Ensure all visitors are properly logged and directed in accordance with company procedures
• Provide a high level of customer service, ensuring a positive client experience at all touchpoints
• Supervise front desk operations and ensure consistent service standards
• Communication & Coordination
• Direct all inquiries to the appropriate departments in a timely manner
• Liaise with Account Managers regarding scheduling, deliveries, and collections
• Maintain and update warehouse calendars, including scheduling collections and deliveries
• Ensure all calendar-related documentation is created and distributed as needed
• Coordinate with warehouse and operational teams to ensure alignment
• Operational Support
• Input and manage entries in Moveware and HubSpot accurately
• Organize and distribute documents across departments
• Support overflow calls and administrative needs from Client Services
• Assist in coordinating internal activities and office logistics
• Provide general administrative support to management and staff
• Compliance & Workplace Standards
• Ensure adherence to all company policies and procedures
• Maintain compliance with Health & Safety standards
• Promote a professional, respectful, and efficient workplace environment
• Act as an ambassador of the company at all times

General Expectations

• Work collaboratively across all departments
• Maintain awareness of cross-functional responsibilities
• Demonstrate flexibility and a team-oriented approach
• Escalate concerns appropriately to management
• Uphold professionalism in all internal and external interactions

Revenue N/A

Budget N/A

Headcount N/A

Other

Other Information (Relevant to understanding the job)

• All employees are part of a team and should maintain an awareness of the important elements of other employees' responsibilities with whom their own responsibilities overlap.
• Employees must work co-operatively and supportively with other employees.
• Employees have a responsibility to report any concerns to their supervising manager or to Head Office.
• Employees must be aware to act as an ambassador for Cadogan Tate and ensure that at all times when on company business a professional and courteous manner is projected.
• The responsibilities listed in this job specification should be regarded as a guide and not a comprehensive list of all the daily requirements of your job.