Office Manager (Office Based)

Location/s: Bristol, UK
Recruiter contact: Steven Johnston

Mott MacDonald is a global engineering, management, and development consultancy with over 20,000 employees across more than 50 countries and 140+ offices. 

We work across incredible global industries, delivering exciting work that is defining our future and making an important societal impact in the communities we serve. Our people power our performance – we succeed when they do. With countless opportunities to collaborate, learn, and grow, the possibilities for excellence are as varied as every individual. 

Whether you want to grow as a subject matter expert or broaden your experience with roles across our international community, you’re surrounded by global specialists who want to combine their expertise and champion you to be your best. As a proudly employee-owned business, we benefit our clients, our communities, and each other, investing in creating the right space for everyone to feel empowered, included, and valued. Whatever your ambition, Mott MacDonald is where people come to be brilliant.

About the business unit  
Mott MacDonald’s support services are the driving force behind our organisation enabling us to run efficiently and effectively. The team works collaboratively to offer specialist advice, best practice and technology to all areas of our business specifically designed for our global reach.

Overview of the role

 Are you an experienced Office Manager seeking a new challenge?

Interested in joining a global, employee-owned consultancy and working as part of a national premises support team?

Do you want to take on a role with excellent opportunities for long-term career development while helping create a safe, welcoming and efficient workplace environment?

As an Office Manager, you will oversee the day-to-day operational activities of the office, ensuring our people, clients and visitors enjoy an excellent experience whenever they attend our premises

You will be responsible for compliance with Mott MacDonald's Business Management System, including health and safety, security, information security and environmental management.

Key responsibilities and duties include:

• General
  • Ensuring the office complies with Group standards and local legislation
  • Arranging emergency procedures including fire, security and first aid
  • Retaining all relevant records for three years
  • Assisting the Office Principal with the production of the Office Continuity Plan
  • Managing relationships with building management and facilities providers
  • Supporting and managing front-of-house requirements
• Risk
  • Undertaking office risk assessments
  • Reviewing office risk assessments following significant changes or at least annually
  • Identifying hazards and implementing actions to mitigate risk
• Health, Safety and Security, Information Security and Environment
  • Ensuring staff and visitors are aware of and comply with Health, Safety and Security procedures
  • Managing and controlling staff, visitor and contractor access to the premises
  • Ensuring all accidents, near misses and incidents are appropriately reported, recorded and investigated
  • Supporting the monitoring of Health, Safety, Security and Environmental performance
  • Undertaking an annual Environmental Impact Assessment
  • Updating office procedures in line with Group objectives
  • Liaising with local enforcement bodies where required
  • Supporting internal and external ISO accreditation audits
  • Maintaining compliance documentation and trackers to ensure statutory, regulatory and company requirements are met
• Outside Services Suppliers
  • Procuring office services and supplies through approved suppliers and monitoring supplier performance
• Office Inspections
  • Undertaking monthly office inspections, recording findings and ensuring actions are progressed
  • Monitoring improvement actions and reviewing their effectiveness
  • Raising awareness of office requirements and improvement initiatives through regular communications
• People Management
  • Providing line management support to local Office Coordinators
  • Acting as the primary point of contact for annual leave and sickness matters
  • Arranging cover for front-of-house roles
  • Supporting and engaging team members
  • Carrying out quarterly development reviews

Candidate specification

Essential:

• Experience working within a facilities, premises or office management environment with responsibility for compliance, contractors, audits and building management
• Previous experience in an Office Management role
• Excellent communication skills and the ability to build effective relationships with staff, visitors and external stakeholders
• Proficiency in Microsoft Office applications
• The ability to work independently and as part of a team
• Good knowledge of Health and Safety management within an office environment
• Experience managing compliance documentation and audit processes
• Strong organisational skills and the ability to manage multiple priorities

Desirable:

• IOSH qualification or equivalent

Not got the full skill set? Don't worry. We recognise that everyone brings different experiences and perspectives, and no one candidate will meet every requirement and we encourage you to apply.

Please be advised that offers for this role are conditional upon obtaining the appropriate level of Security Clearance.

UK Immigration

Mott MacDonald Ltd. are not currently offering sponsorship to candidates under the Skilled Worker visa route in the UK. This decision is as a consequence of the changes made to the Skilled Worker route by the UK Government in April 2024. We continue to welcome applications from candidates who are eligible for alternative immigration routes in the UK, that do not require sponsorship as a Skilled Worker now or in future.

Agile working  

At Mott MacDonald, we believe it makes business sense for you and your manager to choose how you can work most effectively to meet your client, team, and personal commitments. We offer a hybrid working policy that embraces your well-being, flexibility, and trust.

Equality, diversity, and inclusion 

We put equality, diversity, and inclusion at the heart of our business, seeking to promote fair employment procedures and practices to ensure equal opportunities for all. We encourage individual expression in our workplace and are committed to creating an inclusive environment where everyone feels they can contribute.

Accessibility

We want you to perform your best at every stage in the recruitment process. If you are disabled or need any support to enable you to apply or attend an interview, please contact us at reasonable.adjustments@mottmac.com and we will talk to you about how we can support you.

We offer some fantastic benefits including:

Financial wellbeing

• We match employee pension contributions between 4.5% and 7%.
• Life assurance equal up to 4 x your basic salary, with an option to increase the level of cover to 6 x your salary.
• Our income protection scheme provides a financial benefit, as well as absence and return to work support due to long-term illness or injury.
• Flexible benefits, including increased life assurance cover, critical illness insurance, payroll saving and will writing.
• As an independently owned business we share the financial success of the business with all our colleagues in various ways including annual bonus schemes.

Employee Ownership

• Our employee ownership model means no external investors, just us, creating a culture of shared success.
• Our employees have a stake and a voice in our business, giving them a direct connection to our success through our personal and group performance bonuses.
• As your career grows, so does your stake, recognising your long-term impact and contribution.
• Your voice matters, with the opportunity to connect directly with senior leadership through formal channels to help shape our future.
• For our senior roles you will have a direct pathway towards ownership from day one.

Health and wellbeing

• Private medical insurance for all UK colleagues.
• Health cash plan to support you with every day health costs and treatments.
• Access to Peppy, providing free support from menopause experts for all UK colleagues.
• A variety of wellbeing support is available through our comprehensive wellbeing program, including access for you and your family.
• Ability to flex your salary to opt into a wide range of health benefits, many of which can be extended to your family too.

Lifestyle

• A minimum of 33-35 days holiday each year, inclusive of public holidays and dependent on level, with the ability to buy or sell leave through our flexible benefits programme.
• 10 days additional paid leave for Armed Forces Reservists and Cadet Force Adult Volunteers.
• Holiday entitlement increased to a minimum of 35 days after 5 years’ service.
• Variety of employee saving schemes and discounts from high-street retailers.

 Enhanced family and carers leave

• Enhanced family leave policies, including 26 weeks paid maternity and adoption leave, and two weeks paid paternity/partner leave.
• Our shared parental leave matches maternity leave meaning we pay up to 24 weeks at full pay.
• Up to five additional days leave are provided for those with significant caring responsibilities, two of which are paid.
• We offer policies and dedicated support to help military families balance service life with career and wellbeing.

Learning and development

• Primary annual professional institution subscription.
• A broad range of opportunities to enhance both technical and soft skills through mentoring, formal training, and self-development options.

Networks, communities, and social outcomes

• Join a wide range of groups including our Advanced Employee Networks which support our LGBTQ+, gender, race and ethnicity, disability, and parents/carers communities.
• We are proud signatories of the Armed Forces Covenant and Gold Award holders in the MOD Employer Recognition Scheme, supported by our dedicated internal Armed Forces Network.
• Make a difference within our communities through our social outcomes.

Apply now, or for more information about our application process, click here.