Office Manager

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.