Job Title: Office Manager & Project Support
Contract Type: Fixed-term
Hours: Part-time up to 30 hours
Location: In-Office Role, Gateshead
Role Purpose
The Office Manager is responsible for the smooth day-to-day running of the office, providing administrative and project support to the Directors and senior staff. This is a fixed-term role for 9 months, with the possibility of extending to 12 months covering maternity leave, to maintain continuity within the business.
Shadbolt Group is a construction design consultancy offering Architectural Design, Civil and Structural Engineering, and Geo-Environmental services nationwide. With two offices: our main head office in Team Valley, Gateshead, and a southern office in Northamptonshire.
Key Responsibilities
- Oversee the daily operation of the office, taking calls, welcoming visitors, maintaining meeting rooms, the main office, and the kitchen areas alongside the domestic assistant.
- Replenish office and kitchen supplies, print consumables, stationery, and staff uniform/PPE.
- Liaise with external suppliers such as HR, IT, Telecoms, and Energy Providers to ensure office systems run smoothly.
- Manage booking out and regular inspections of the shared pool car, ensuring rules are being followed by staff
- Minute taking during meetings, typing up notes, and circulating action trackers
- Assisting Human Resources administration, including recruitment, compliance documentation, and maintaining attendance records, holiday and sickness, supporting probationary reviews, as well as performance and disciplinary matters.
- Provide administrative support, as required, to the Directors, Finance Manager, and senior staff.
- Maintain office procedures, filing systems, spreadsheets, and internal administrative processes
- Supporting project work, outsourcing 3rd party quotations, creating purchase orders, and liaising with clients to book in surveying works.
- Booking travel and accommodation when required.
- Lead onboarding arrangements for new starters, including workspace setups, uniform, and inductions.
- Organising office functions and seasonal events within the company.
- Creation of company documentation on Microsoft Word, Publisher, Excel, and PowerPoint Presentations. Ensuring that policies are up-to-date.
- Booking in of monthly CPD Training sessions, and any other required training.
Other Tasks (Not essential but would be advantageous)
- Experience with Adobe Photoshop, photo editing
- Social Media
Person Specification
- Previous experience in an office management, administrative, or similar support role.
- Excellent organisational skills with the ability to manage multiple tasks.
- Strong communication and interpersonal skills, with a professional and approachable manner.
- Good working knowledge of Microsoft Office, Excel, and PowerPoint.
- Ability to work independently.
- Experience in coordinating suppliers and managing Outlook calendars/diaries would be advantageous
- Understanding of confidentiality, data handling, and professional standards in an office environment.
- Knowledge or previous working experience within the construction industry would be advantageous
Contract Details
This is a fixed-term position for 9 months initially, with the potential to extend to 12 months, offered to provide temporary maternity cover. We’re open to negotiating hours, with a minimum of three working days per week. Office-based only.
Salary will be confirmed at the appointment stage.
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