Office Manager

Your Role

We are seeking an individual to join our Birmingham Admin team, who inspires and implements a high level of support to our staff and clients every day. Being able to utilise their passion for service and attention to detail to help the Gensler team with office matters and clerical tasks. You will be an integral team member in ensuring that our reception and office operations run smoothly and are successful in supporting other business activities.

You will thrive in a fast-paced environment where the key to success is proactivity and communication. You’ll be able to quickly acclimatise to our culture, adapt to our various leaders and navigate your way around our various resources and knowledge networks. The ability to juggle multiple deadlines is a must, as is continual prioritisation. You will be a natural relationship-builder, able to communicate with colleagues at all levels. 

You will be responsible for maintaining the front of house aesthetic appearance and cleanliness and a high-end office environment. This may include but is not limited to attending vendors face to face or by telephone, helping guests, maintaining office supplies, office equipment, preventive maintenance, and a wide variety of clerical and administrative duties.

What You Will Do

Workplace Operations & Front of House

• To provide a positive workplace and FOH experience for team members and guests.
• Meet and greet all visitors, offering assistance and providing refreshments as appropriate.
• Oversee tracking, security and confidentiality in visitor services.
• Answering, screening, and directing calls, handling all queries in a professional manner.
• Complete daily checks to maintain the cleanliness, aesthetic integrity, and organisation throughout the office.
• Monitor conference room schedule and bookings, as well as checking throughout the day that meeting rooms are tidy, presentable and with working equipment.
• Work with the London IT team to report technical issues and ensure the smooth running of technologies across the workspace.
• Provide IT/AV support where needed and facilitate laptop setups with assistance from the IT team.  
• Coordinate with different communities and function and manage/update the Office Calendar.
• Collaborate with the HR and IT teams in London for onboarding and orientations of new joiners.
• Assist with postal needs and deliveries.
• Coordinate with other office admin staff on day to day running of the office.
• Complete ad-hoc reception & office administration duties and assist teams as required.
• Update books and vendor contact details on Library Resource Database.
• Streamline operations and maintain efficiencies by finding ways for continuous improvements as the Birmingham office scales.
• Research and implement ways to optimise our internal workflow environmental impact.  

Health, Safety & Compliance

• Partner with the Regional Facilities Manager on local Health & Safety & Environmental responsibilities.
• Arrange office PAT testing, DSE assessments, risk assessments and all other statutory inspections are completed in-line with legislation. Ensure training of staff to comply with H&S regulations.
• Guide local Fire Safety planning and education.

Facilities & Vendors

• On-site liaison with Building Management team and attend quarterly meetings.
• Work in partnership with the Regional Facilities Manager to oversee soft facilities (cleaning, security, waste), organise office budget and approvals, and coordinate office moves and renovations.
• Perform audits of the office, managing the repair and replacement of equipment.
• Reconfigure furnishings and seating assignments around the office, as required.
• Inventory, order and restock office, pantry supplies, printer consumables and marketing materials.  

Events & Hospitality

• Coordinate in-office events, from planning, catering and H&S compliance to on-the-day logistics. This may range from appreciation and recognition to special events, office tours and clients’ meetings to learning programmes to after-hours client/team gatherings.
• Promote events happening within the office and facilitate participation.

Your Qualifications

• Minimum of 5 years + experience within a similar role
• Experience in a large professional services environment preferred – creative industries are a huge plus
• First Aid and Fire Marshal Trained a bonus (or willingness to be trained ASAP)
• Bachelors’ degree preferred
• Happy to work full time within Birmingham Office
• Event planning/management and hospitality experience is a distinct advantage
• Ability to multitask in a fast-paced environment with a strong sense of urgency and professionalism
• Ability to problem solve, both individually and as part of a team. Have a responsive and proactive approach, with strong follow-through skills
• Flexibility and a willingness to get involved in areas that might be outside your core responsibilities 
• Excellent attention to detail and superior organisational and time management skills
• Strong verbal and written communication skills
• Sensitivity to confidential projects and information
• Presentable and client ready
• Interest in growing within a global business
• Ability to anticipate needs and operate proactively
• A sense of pride in delivering warm, first-class customer service

Life at Gensler

We encourage every person at Gensler to lead a healthy and balanced life. Our comprehensive benefits include medical and dental insurance, season ticket loans, pension, and twice annual bonus opportunities. 

As part of the firm’s commitment to professional development, Gensler offers reimbursement for certain professional qualifications and associated renewals and exam fees. In addition, we reimburse tuition for certain eligible programmes or classes. We view our professional development programmes as strategic investments in our future.

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