Office Manager (Part time)

Fund services | Corporate | Capital markets | Private client | Regulatory & Compliance

We help clients succeed by unlocking new value through expertise, trust and scale. We deliver solutions that solve complex challenges faced by asset managers, financial institutions, corporates, high net-worth individuals and family offices.

With a curious mindset, we ask the right questions to get to the right solution, faster. We collaborate to win together, sharing successes and shaping the future of our global business. Our culture of support and recognition provides the tools and opportunities for you to grow, while unlocking the most value for our clients and making your mark with Ocorian.

Expertise: We deliver specialist, tech-enabled solutions for our clients grounded on deep industry expertise.

Trust: We’re a trusted partner to over 8,000 clients globally. We are proud to have long-lasting partnerships with our clients.

Scale: With more than 1,500 colleagues, we operate across 20+ countries, our scale enables us to support our clients globally and locally, providing a seamless client experience across borders and service lines.

Purpose of the job

This position requires a person with high quality administrative and organisational skills to manage the day to day operations of the office, provide assistance and administrative support to the team and to work closely with senior management to provide a co-ordinated approach to the varied duties outlined in this job description.

Main responsibilities

• Facilities and supplier management, to include:
  • Liaison with suppliers, ensuring contracts are reviewed before renewal and changes are recorded on our supplier system
  • Monitoring office supplies, stationery and IT equipment, obtaining approval, monitoring expense/budget and placing orders when necessary
  • Liaising with the landlord and cleaners in relation to maintenance, repairs etc
  • Monitoring and ordering access cards and office keys
• Financials, to include:
  • Invoice coding, seeking approval, filing, updating invoice log, monitoring expense/budget and answering queries from the accounts team
  • Collating employee expenses for approval and filing
  • Monthly credit card reconciliations
  • Petty cash control and reconciliation
• Diary management, setting up and scheduling of meetings and hosting of visitors
• To provide administrative support to the team, including:
  • Rebranding and reformatting of documentation ensuring branding guidelines are followed
  • Archiving files, maintaining external archive directory and accessing files
  • Document scanning
• To be responsible for organising monthly Management Team Meetings.  Finalising the agenda, taking minutes and following up on tasks to ensure they have been completed in a timely manner
• To ensure the Business Continuity Plan is kept up to date and implement testing thereof
• To liaise with the local HR representative to:
  • Assist with the new starter process
  • Ensure Health & Safety processes and procedures are kept up to date and changes advised to all members of the team
• To handle incoming and outgoing post which will include drafting response letters/emails, redirecting, filing, and archiving
• To respond to all incoming telephone calls/enquiries from clients, intermediaries and service providers promptly
• General office duties and any other duties that may be required such as arranging couriers, photocopying and typing.

Knowledge, skills and experience

• High quality secretarial and organisational skills with the ability to work unsupervised and under own initiative.
• The ability to work whilst under pressure, respond positively to changing priorities and client enquiries and to take responsibility when necessary.
• The ability to gain a good knowledge and awareness of the professional services provided and the practicalities and nuances involved.
• Very good current working knowledge of Outlook, Word, Excel and PowerPoint.
• Excellent communication and management skills.
• Ability to keep clear and concise records, particularly whilst under pressure.

#LI-BF1

#LI-Hybrid

All staff are expected to embody our core values that underpin everything that we do and that reflect the skills and behaviours we all need to be successful.  These are:

• We are CLIENT CENTRIC – Clients are at the centre of our world, and we’re committed to providing expertise and specialist solutions to meet their most complex challenges.
• We are AMBITIOUS – We aim high. We think and act globally, seizing every opportunity to delight our clients and support our colleagues - wherever in the world they may be.
• We are AGILE – We act on our initiative to get things done for our clients. Our independence gives us the flexibility and freedom to keep things simple, efficient and effective.
• We are COLLABORATIVE – With a curious mindset, we ask the right questions to get to the right solution, for our clients faster. We collaborate to win together and share our successes.
• We are ETHICAL – We behave with integrity at all times and assume positive intent, building trust through responsible actions and honest relationships.

Equal Opportunities for Everyone

Please let us know if there’s anything we can do to make the process easier for you. You can reach us at [email protected].

We’re an equal opportunity employer. All applicants will be considered for employment without attention to age, ethnicity, religion, sex, sexual orientation, gender identity, family or parental status, national origin, or veteran, neurodiversity or disability status.