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  • Job reference: RMS0222249

Office Manager

  • Sector: Oil & Gas
  • Location: Aberdeen
  • Job type: Contract
  • Date posted: 03/02/2020
  • Duration: 12 months
We're sorry this position has now been filled.

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The Role:
We are looking for maternity cover for an Office Manager in central Aberdeen to maintain an office of circa 70 personnel. The candidate will play a key role in arranging a major office move and set up in 2020. Previous experience as an Office Manager would be an advantage.

Local Facility Management
* Create and maintain a productive work environment, ensuring high levels of organisational effectiveness, communication and safety.
* Oversee the general day to day running of the office working in close partnership with Facilities Support -London. This includes, but is not limited to; Mail Services, Office Supplies, Access Control, Visitor Management, Parking Provision, Portering, Waste Management and maintaining the office condition. Company liaison with the local Building Management.
* Work with Facilities Support -London to schedule planned maintenance or report and rectify any faults, and act as site focal point to receive visitors and service personnel. This includes HVAC Control, Lighting, Plumbing, Fire Protection and Life Safety Systems.
* In concert with Facilities Support -London, coordinate local space planning, team layouts and furniture requirements as well as move coordination including office move activities.
* Ensure facility AV complement, Multi-function Printers and other office machinery is in full working order and any faults are rectified.
* Develop partnerships with internal and external suppliers and customers.
* Maintain the Aberdeen Office Intranet and SharePoint Sites ensuring all information is accurate and up to date.

Facility Administrative Support
* Responsible for managing all aspects of office administrative support and resources to meet business requirements. This position will have one direct contract report and oversees local facilities support contractor.
* Oversee provision of all local procurement support and Requisition Specialist activities.
* Deliver administrative support to the Aberdeen office cohort.
* Take part in Administrative & Procurement tasks as and when required.

Facility Focal Point
* Establish and promote key relationships with internal support organisations to ensure Aberdeen based personnel have access to company business network.
* Maintain close working relationships with:
* UK London HR Business Partner to address the needs of Aberdeen Office Staff and find opportunities to host local staff training.
* London Medical Team supporting and promoting Medical initiatives for Aberdeen office.
* London Contracts/Supply Chain support to ensure contracting and procurement needs are met.
* As the gateway to the Aberdeen office; prepare for any temporary visitors, onboard new starts and offboard movers, and organise management visits.
* Promote a Diverse, Inclusive and Productive Office
* Encourage cross- team engagement and support an inclusive office environment through organising joint townhalls and meetings, training and learning opportunities and arranging management sponsored social opportunities.
* Collaborate with Social Committee to maintain awareness of any social activities planned and provide feedback to committee on other planned events so that a balanced offering is provided.
* Share relevant office information with staff and facilitate distribution of information from the global organization as appropriate.
* Promote use of company local media collaborative platforms.

* Maintain Emergency Management Plans.
* Oversee sufficient Fire Warden and First Aider provision and procedures.
* In conjunction with Medical Team make sure there is Office Ergonomics Support and equipment.
* Maintain Access Control

The Company:
Our Client is ranked as one of the top ten oil and gas companies in the world with interests in many producing fields including the UK and conducts business all around the globe.

About Fircroft:
Fircroft has been placing people in specialist technical industries for approaching half a century, focusing on mid to senior level engineers for contract and permanent roles worldwide. By applying for this job you give consent for Fircroft to contact you, via email & telephone, to discuss your application along with future positions and Fircroft's services.

Fircroft is registered as a Data Controller with the Information Commissioner as required under the General Data Protection Regulation 2016/679. Fircroft will only process your personal data for the specific purposes of managing your application.

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