Office Manager

Job Summary

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.