office manager London, England
Job description
Belmond is seeking a Office Manager & Human Resources Support, based in London, to be responsible for ensuring the efficient day to day running of the Trains & Cruises Central Office. Making sure that the office is in excellent condition, this includes ensuring all amenities, facilities & processes are all in order and delivered to a high standard. Functions include acting as a central point of contact for any office related queries, meeting room preparation, catering, the receiving & delivery of goods and health & safety compliance. The role will also act as a support function to the Human Resources department with onboarding/offboarding, administration, recruitment coordination, welfare initiatives & any other ad hoc projects. Support provision will also extend to our operational teams (not on site). The ideal candidate will have relevant experience within a similar role in order to demonstrate strong communication, organisational and administrative skills in handling and coordinating different teams in order to ensure an excellent working office environment.
About the products
Belmond whisks guests away on evocative adventures across land and water. The legendary Venice Simplon-Orient-Express journeys between captivating European cities. Sister train British Pullman runs lavish day excursions from London. Royal Scotsman offers thrilling escapes in the Scottish Highlands. Eastern & Oriental Express connects ancient wonders and cosmopolitan cities in Southeast Asia. On the water, Les Bateaux Belmond luxury barges cruise through Burgundy, Champagne and Provence.
Responsibilities
Office Management
- Be the first point of contact for all candidates, visitors and contractors attending the office, ensuring that a level of service excellence is demonstrated during all these interactions.
- To be the expert on the services and facilities provided by the T&C Central Office, ensuring they are maintained and accessible to employees and guests alike.
- To be the central point of contact for any office related queries, seeking to answer all queries in an accurate and timely manner.
- Have a strong working relationship with wider serviced office provider, keeping the office updated on any plans, events or changes to the wider office space that they should be aware of.
- Maintain working relationships with all office related suppliers, external contractors and third parties to ensure the office always has sufficient supplies and all amenities are maintained to a high standard.
- Be knowledgeable on the buildings amenities, access points, fire exits in order to be able to give accurate and thorough building tours.
- Receive deliveries and organise couriers, informing relevant people of successful execution of the requests.
- Setting up meeting rooms and organising the catering for any monthly events and any other ad hoc meetings as required.
- To partner with IT to prepare all electronical equipment ahead of new starter’s first day. This includes employees not on site.
- Implement and promote sustainable and environmental practices and initiatives in conjunction with the Green Team.
- Sending weekly reminders for the completion of the office attendance tracker.
- Ensure building fob access is maintained & regularly audited.
Human Resources
- Assist with the onboarding and offboarding process i conjunction with Human Resources.
- To partner with Human Resources to research, book, organise, set up and be present for all welfare and team events and any other ad hoc projects/initiatives.
- Assist with Human Resources and Learning & Development administration and records.
- Coordinate recruitment for the Human Resources team by setting up interviews and communicating with as well as assisting candidates.
Health & Safety and Compliance
- Ensure all Health & Safety aspects within the office are up to date and audited.
- In conjunction with the Corporate Director of Health, Safety and Security, review works risk assessments and method statements ensuring compliance and business needs are met, ensuring contractors abide by the statements while working on site.
- Act as lead fire marshal and maintain fire logs.
- Act as lead first aider ensuring that first aid equipment is checked and maintained, and that incidents are reported.
- Regularly undertake building and work audits to identify areas of concern in order to resolve and/or report to the service provider/senior management.
- To ensure facilities issues and certifications are logged/filed, including building records (and plans).
General
- Assist with travel arrangements and bookings for Management travel.
- Provide executive assistant support to the Vice President.
- Coordinate and present quality assurance and other guest metric data on a weekly basis.
About Belmond
Belmond is part of the world’s leading luxury group, LVMH Moët Hennessy Louis Vuitton.
Belmond has been a pioneer of exceptional luxury travel since 1976. Its portfolio extends across 24 countries with 46 remarkable properties that include the illustrious Venice Simplon-Orient-Express train, remote beach retreats like Cap Juluca in Anguilla, Italian hideaways such as Splendido in Portofino, and gateways to natural wonders such as Hotel das Cataratas beside Brazil’s Iguassu Falls. From trains to river barges, safari lodges to hotels, each unique property has a distinctive story, personality and identity, with a personalised team to match.
The essence of the Belmond brand is built upon its heritage, craftsmanship and genuine, authentic service. We treasure history while looking to the future. We embrace community spirit and believe in responsible, sustainable tourism. As part of our Think Global, Act Local approach, we prioritise purchasing food from sustainable sources, run and support educational programmes and follow sustainable practices to reduce our impact on the environment.
Belmond and you
When you join Belmond, you become part of a global family. We ask you to embrace our Belmond Behaviours, follow our directives and reflect the ethos of our group. In return, we ensure our employees enjoy just as many memorable moments as our guests. Benefits include the Discovering Belmond programme, which offers team members complimentary accommodation at Belmond hotels, discounted rates for our trains, cruises and safaris, and discounted food and beverages. More importantly, we support you in your career. We make a point of investing in your development and wellbeing to help you reach your full potential.
Requirements
- 2 – 4 years relevant experience within a similar role.
- A diploma or relevant certificate from a recognised tertiary educational institution.
- Demonstrated ability to be innovative and creative.
- Exceptional communication, organisational & administrative skills.
- Working knowledge of MS Office and strong computer literacy skills.
- Excellent time management skills & ability to work under pressure.
- Ability to follow instructions & work independently when required.
- Attention to detail and high level of accuracy.
- Proven ability to effectively build and foster a team environment.
- Fluency in English, both written and verbal, is essential.
- A high level of professionalism and confidentiality/discretion.
- High level of integrity and trustworthiness.
- Confident and presentable.
- Ability to use initiative and be proactive.
- Ability to travel.
- Ability to work flexible working hours.
Benefits
- Enhanced maternity and paternity pay
- Group Income Protection & life insurance.
- Pension fund.
- Discover Belmond programme.
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