We are seeking to hire an office manager within a job share arrangement in our London office

About Record Financial Group:

Record is a leading specialist currency and asset manager with $100 billion (as of 31st December 2024) in Assets Under Management. Record’s services include currency management, sustainable finance, and asset management. Our clients are largely institutions, including pension funds, charities, foundations, endowments, and family offices.

Record’s offices are in London Zürich, Windsor, New York, Amsterdam, and Frankfurt. We have over 80 staff in our London office.

We have recently moved to a new office in Paddington Basin, and we would now love to hire an office manager to work together in a job share with an HR professional. We are looking to hire a part time office manager who complement the HR professionals working days. Therefore the office manager will either work Monday, Tuesday and Wednesday or Wednesday, Thursday and Friday.

Front of House/Administration

• The office is a focal point of our working day, and we would like to talk to candidates who really want to make this office a great place for the employees. Management of our office is the core part of this role.
• We are a very client centric business. We want to ensure that every visitor who comes to the office is greeted in a warm, friendly and professional manner. The person will be responsible for making sure all visitors are logged with security.
• We would love a candidate who is highly organised and responsible for the scheduling of meeting rooms in London. A candidate who can keep on top of the meeting room schedules, help get the meeting room and tech all set up, organising catering, lunches, making refreshments and ensuring that any equipment needed is supplied.
• That includes booking taxis for visitors where necessary so they are well looked after.
• Make sure we have all the right supplies in the right place. Ensuring the meeting rooms are tidy, well stocked and well maintained. Ensuring our kitchen is well stocked and we always have sufficient stationery supplies.

Office Maintenance

• Our office does require some maintenance, so the successful candidate is responsible for ensuring that the office is well maintained in terms of general appearance, heating, cooling and cleaning.
• When there is an issue in the building, we will need this person to be the go to person and "fixer" either themselves or working alongside the building's maintenance team. We need a candidate who can help build a dialogue with our landlord’s onsite teams and liaise with contractors and suppliers to ensure that any issues are resolved in a timely manner.
• This role is responsible for all office related contracts such as cleaners, plants, coffee machine, water taps, stationary, confidential waste, etc. Continuously monitoring the standard that we receive, the costs involved and making alternative suggestions when appropriate.
• The ideal candidate would support HR with onboarding on new starters from an office perspective, making sure everything is set up and ready for their first day, including desk, welcome gifts, lockers, access keys. Being responsible for introducing them into the office and everything we have to offer.
• This person will be our First Aider and Fire Marshall. The person will be responsible for all Health and Safety matters in the office.
• The person would be asked to help out with general office admin, such as organising meetings, booking external meeting rooms or venues, collecting deliveries from the loading bay, arranging couriers, dealing with the post.
• On a daily basis, you will be responsible for the fruit delivery, coffee, tea and snack supplies and any other perk that the business offers
• Support and coordinate travel arrangements as and when required

Social and DE&I Committee

• We would like the successful candidate to be a part of our Social Committee to design and deliver an inclusive set of events for our staff entertainment which is aligned with our business strategy and our culture.
• So, there is a budget management with that, and we need someone who is able to manage the budget for the committees.
• We also have a thriving DEI network and this successful candidate will also support this group with suggestions, planning an annual calendar and event organisation
• Volunteering is something that Record strongly believe in, we office all employees two volunteering days a year. We are keen for someone to build strong meaningful relationships with charities where we can offer financial and hands on support.
• It will be the Office Managers responsibility for make sure all Social and DE&I events are run to budget, well-advertised and attended throughout the year.
• The way we treat our employees is important to us, we are keen to find someone with the same values, some of the extra ways we treat our employers well are by offering breakfasts, lunches, celebrating big birthdays, milestones with our firm but also understanding when people are going through difficult situations and might need additional support. We are keen to find someone who has all of these under control and servicing our employees is important to them.

A huge part of this role is multi tasking and no day will be the same, so whilst we are keen for someone to be organised and got high attention to detail you also need to have a flexible mindset to juggle everything.

The Successful Candidate

• Has already gained experience in an office management role, preferable within a small to medium size business where they are very hands on and know all the employees.
• Can work in our office in Paddington from 8am to 5pm on their required days.
• Is a doer, someone who strives to get all the jobs done themselves to a very high standard
• Is highly organised and practical
• Has some flexibility and can potentially offer cover for holiday dates with other incumbent.