Job Summary
The Office Manager is responsible for overseeing daily office operations while delivering a
highly professional front-of-house and receptionist function. This role ensures a seamless,
efficient, and welcoming environment for clients, vendors, and employees. The position
combines administrative leadership, office coordination, and first-point-of-contact
responsibilities to support overall business operations and client experience.
Knowledge, Skills and Experience
- Thorough knowledge of the industry
- Strong front-of-house presence with a professional, courteous demeanor
- Exceptional verbal and written communication skills
- Excellent telephone etiquette and client-facing skills
- Strong organizational and multitasking abilities in a fast-paced environment
- Ability to work under pressure and meet time-sensitive deadlines
- Proven problem-solving skills with sound judgment
- Strong relationship-building capabilities across all levels
- High attention to detail and accuracy
- Proficiency in Microsoft Office and internal systems (Moveware / HubSpot)
- Ability to manage competing priorities and workflows
- Team-oriented with a proactive and adaptable mindset
Key Responsibilities
Office Management & Administration
- Manage and streamline overall office infrastructure and workflows
- Oversee all clerical and administrative functions of the office
- Improve and implement office processes to drive efficiency
- Track, order, and manage office supplies and inventory
- Maintain organized documentation systems and records
- Complete digital documentation accurately and efficiently
Reception & Front-of-House Management
- Serve as the primary point of contact for all visitors, clients, and vendors
- Greet and welcome guests in a professional and courteous manner
- Maintain a clean, organized, and presentable reception area at all times
- Manage incoming calls, screen and direct appropriately
- Monitor and respond to voicemail messages daily
- Handle general inquiries via phone, email, and in-person interactions
- Ensure all visitors are properly logged and directed in accordance with company
procedures
- Provide a high level of customer service, ensuring a positive client experience at all
touchpoints
- Supervise front desk operations and ensure consistent service standards
Communication & Coordination
- Direct all inquiries to the appropriate departments in a timely manner
- Liaise with Account Managers regarding scheduling, deliveries, and collections
- Maintain and update warehouse calendars, including scheduling collections and
deliveries
- Ensure all calendar-related documentation is created and distributed as needed
- Coordinate with warehouse and operational teams to ensure alignment
Operational Support
- Input and manage entries in Moveware and HubSpot accurately
- Organize and distribute documents across departments
- Support overflow calls and administrative needs from Client Services
- Assist in coordinating internal activities and office logistics
- Provide general administrative support to management and staff
Compliance & Workplace Standards
- Ensure adherence to all company policies and procedures
- Maintain compliance with Health & Safety standards
- Promote a professional, respectful, and efficient workplace environment
- Act as an ambassador of the company at all times
General Expectations
- Work collaboratively across all departments
- Maintain awareness of cross-functional responsibilities
- Demonstrate flexibility and a team-oriented approach
- Escalate concerns appropriately to management
- Uphold professionalism in all internal and external interactions
Revenue N/A
Budget N/A
Headcount N/A
Other
Other Information (Relevant to understanding the job)
- All employees are part of a team and should maintain an awareness of the important
elements of other employees’ responsibilities with whom their own responsibilities
overlap.
- Employees must work co-operatively and supportively with other employees.
- Employees have a responsibility to report any concerns to their supervising manager
or to Head Office.
- Employees must be aware to act as an ambassador for Cadogan Tate and ensure that
at all times when on company business a professional and courteous manner is
projected.
- The responsibilities listed in this job specification should be regarded as a guide and
not a comprehensive list of all the daily requirements of your job.
