Office Manager

Job Title: Office Manager and HR support

Location: Cambridge

Salary: Competitive

Job Type: Permanent, Full time

About the Organisation:

MISTRAS Group is a leading global provider of asset protection solutions, helping organisations maximise the safety, reliability and performance of their critical assets.

Through a combination of inspection, engineering, testing, monitoring and data-driven solutions, MISTRAS supports customers across industries including energy, oil and gas, power generation, infrastructure, aerospace and manufacturing. With a strong focus on innovation, safety and operational excellence, MISTRAS helps clients reduce risk, ensure compliance and extend the life of their assets.

About the Role:

Reporting to the Finance Director UK, the Office Manager is responsible for ensuring the smooth day-to-day running of the office, including front-of-house, facilities, and supplier management. They will also support the Directors and others with travel arrangements and the Finance team with timesheet queries, preparing payroll submissions and raising POs. With support from an external consultant, the Office Manager will also perform some HR Administration including onboarding and maintaining processes and records

The postholder will help create a well-organised, safe and positive workplace that enables employees and the business to perform effectively.

Key Responsibilities:

Office & Facilities Management

• Manage the day-to-day operation of the office and administrative activities.
• Develop and maintain efficient office systems, procedures, and records.
• Managing visitors and the meeting rooms including their booking, preparation of rooms, meet and greet and refreshments.
• Administrative duties including managing post and filing, monitoring stationery, refreshments, and IT consumable levels and prepare orders as necessary, keeping the kitchen and communal office areas tidy.
• Manage external suppliers of office consumables such as stationery; cleaning; catering etc. and ensure that service is provided cost effectively.
• Maintain budgets and report on spending for office consumables.

Business Support & Coordination

• Co-ordination and booking of employee business travel following company policy and guidance.
• Co-ordination and organisation of appointments and meetings for the senior team including collation and distribution of meeting documentation.
• Support with the preparation of reports, spreadsheets, presentations, and business documentation.
• As required, manage purchase orders and maintain expenditure records and reconcile office-related supplier statements and resolve invoice queries.
• Maintain employee training, qualification, and certification records.
• As required, support with the administration of health and safety documentation.
• Assist in the administration of company policies and procedures.
• Maintain insurance, vehicle, and equipment records.

HR Administration

• Support with the onboarding of all new employees
• Maintenance of employee files including drafting and distributing correspondence to change individuals' terms and conditions.
• Uploading timesheets, raising POs and collation of monthly changes to payroll and benefit administration.
• Conduct Return to Work interviews.

About you:

Skills, Experience and Knowledge

Essential:

• Previous experience as an Office Manager or Administrator is essential
• Socially confident with a positive and 'can do' attitude
• Passion for providing service excellence, drive to achieve results and a mindset that puts the 'customer' at the centre of everything they do
• Excellent written and verbal communication skills
• Organisation skills including the ability to prioritise work and manage their own time proactively and positively
• Ability to cope with pressure and maintain a calm manner at all times
• Understand and demonstrate a commitment to confidentiality
• Numerical, with attention to detail and problem-solving skills
• IT skills - Microsoft Office Outlook, Word, Excel are essential

Desirable:

• Previous experience of providing HR Administration support is not essential as training will be provided.
• Previous experience of using an ERP (business management software) would also be desirable.

Why Join Us?

This is an excellent opportunity to take ownership of a broad HR and office management role where you can make a real impact on employee experience, operational efficiency and workplace culture. You will work closely with senior stakeholders and play a key role in supporting both the people and operational functions of the organisation.

Candidates with experience as an Office Manager, Office and HR Manager, Operations Manager, Office Administrator, Administrator may also be considered for this role.

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