Office Manager

Wood Mackenzie is the global data and analytics business for the renewables, energy, and natural resources industries. Enhanced by technology. Enriched by human intelligence. In an ever-changing world, companies and governments need reliable and actionable insight to lead the transition to a sustainable future. That’s why we cover the entire supply chain with unparalleled breadth and depth, backed by over 50 years’ experience. Our team of over 2,400 experts, operating across 30 global locations, are enabling customers’ decisions through real-time analytics, consultancy, events and thought leadership. Together, we deliver the insight they need to separate risk from opportunity and make confident decisions when it matters most.

WoodMac.com

Wood Mackenzie Brand Video

Wood Mackenzie Values

• Inclusive – we succeed together
• Trusting – we choose to trust each other
• Customer committed – we put customers at the heart of our decisions
• Future Focused – we accelerate change
• Curious – we turn knowledge into action

Main Responsibilities

• Oversee general office operation – primarily of the base office but including other allocated regional offices to ensure all aspects of the Facilities are safe and operationally efficient.
• Partner with Facility, Operations, Technology and Health & Safety stakeholders to ensure execution is aligned to global corporate requirements while remaining compliant with local needs.
• Ensure the office(s) comply with local Health & Safety legislation; including but not limited to provision of First Aiders, Fire Marshals, risk assessment, incident logging etc.
• Liaise with Landlords and Managing Agents with regard to centrally supplied facilities & services (e.g. power, hvac, toilets).
• Liaise with contractors regarding necessary works (e.g. electrics, plumbing, required servicing).
• Manage and coordinate all office related contract services (e.g. stationary, supplies and provisions, printers/copiers, confidential waste, security, cleaning etc.). This will include partnering with the Procurement team for sourcing and onboarding as well as managing Purchase Orders.
• Purchase office supplies and equipment and maintain proper stock levels for all allocated offices.
• Be the first point of contact for employee queries relating to all aspects of the office and facilities management.
• Manage boardroom and other meeting rooms, office areas and all duties connected to them.
• Promptly manage post, filing documents/paperwork relating to invoices.
• Manage office car parking arrangements, where applicable.
• Maintain organised arrangements in the office storage areas.
• Provide representation for central corporate carbon emissions activities, reporting, and reduction targets, for all allocated offices.
• Create presentations and other management-level reports, supporting the Global Head of Facilities.
• Act as a local project lead of all space planning requirements for all allocated offices.
• Plan and co-ordinate internal moves and changes including layouts as required from time to time.
• Ongoing reactive and planned maintenance to fabric, premises and building services, to include decorative and refurbishment works, obtaining Landlord and planning consents for building works, project management to delivery of all required works.
• Manage any third-party stakeholders acting on behalf of Wood Mackenzie in relation to our office provision.
• Support with Administrative work as required and assisting with in-office events.

Expectations

• Candidates should have prior experience in a similar role or managing projects, and enjoy coaching others.
• As the key contact for all team members and stakeholders from the business, the candidate should be a great communicator with a proactive approach.
• The candidate should be comfortable working in an intensive environment where tight deadlines are a regular occurrence and have excellent organization and prioritisation skills to succeed in this position.
• Attention to detailed customer orientation and high levels of initiative.
• This role is office based and the successful candidate will be expected to work entirely from their allocated office.
• Due to the global nature of the team, a degree of flexible working will be required to accommodate different time zones.

Equal Opportunities

We are an equal opportunities employer. This means we are committed to recruiting the best people regardless of their race, colour, religion, age, sex, national origin, disability or protected veteran status. You can find out more about your rights under the law at www.eeoc.gov 

If you are applying for a role and have a physical or mental disability, we will support you with your application or through the hiring process.