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Office Manager

The Company

Ambrey is a global maritime risk management expert and trusted global partner for risk management solutions. Our intelligence-led, digital and physical risk solutions are operationally focused and provide efficiency, protection and performance.

Established in 2010 with the goal of creating a dynamic and creative maritime security and risk services company, we take a fresh approach that prioritises our client’s needs – we now provide safety, security, marine, and risk management services to the shipping, oil and gas, and offshore industries.

The Role

We are seeking a dynamic and highly organised Office Manager to join our team. The ideal candidate will manage daily office operations and provide basic level HR and PA support ensuring smooth and efficient office functions and fostering a positive work environment. This role requires a proactive individual with excellent communication skills and the ability to multitask effectively in a fast-paced setting. The role will report to the Business Management Director and be accountable to the Group HRM for HR tasks.

Office Management:

  • Oversee daily office operations to ensure a smooth and efficient work environment.
  • Responsible for maintaining office supplies (to include office equipment, stationary, milk deliveries, kitchen supplies and toiletries), equipment, and facilities.
  • Manage relationships with vendors, service providers, landlord, and Ambrey finance department ensuring all office-related bills are paid on time.
  • Coordinate office maintenance and repairs as needed.
  • Ensure the office environment is clean, organised, and conducive to productivity.
  • Implement and maintain office policies and procedures to improve efficiency.
  • Coordinate and organise meetings, conferences, events, and any necessary travel arrangements for staff (e.g. taxi’s).
  • Management of meeting room bookings, liaising with all relevant parties to confirm any requirements (e.g. lunch or refreshments) and meeting room preparation.
  • Greet and assist visitors in a professional and welcoming manner, to include delivery of HSE presentation.
  • Manage incoming calls, directing them to the appropriate individuals and taking messages when necessary.
  • Distribute post and courier packages and manage outgoing post or courier packages (e.g. DHL or Royal Mail).
  • Manage monthly reconciliation of the company credit card for submission to the finance department.
  • Monitor the facilities mailbox for Southampton, dealing with any requests or queries.
  • Maintain organised filing systems and manage company records.
  • Responsible for conducting the weekly safety walk and rectify any issues including emergency lights, first aid kits, fire extinguishers signage etc.

HR Support:

  • Assist with the recruitment process by posting job adverts, scheduling interviews, candidate screening, interviews and onboarding.
  • Facilitate the onboarding process for new employees to be based in Southampton, including preparing onboarding materials and conducting orientation sessions.
  • Maintain and update employee records, using the HR Information System (HRIS), ensuring accuracy and confidentiality.
  • Assist with the preparation for payroll processing and handle employee inquiries related to payroll, benefits, and HR policies.
  • Support the implementation and management of HR programs and initiatives.
  • Coordinate training sessions, workshops, and employee development activities.
  • Assist in handling employee relations issues, providing support as needed.
  • Assisting with internal and external inquiries and request relating to the HR department.
  • Assist in meetings by taking meeting minutes.
  • Always uphold strict confidentiality regarding employee information.
  • Assist with wellness and social club campaigns, including Employee of the Month and Service Anniversary awards.
  • Under the supervision of the HRM administer HR-related documentation, such as contracts of employment, contractual change letters, leaving arrangement letters.
  • Track probation review dates and send reminders of upcoming probations to the line manager to ensure review meetings take place before the due date, escalating to the HR HRM if a probation extension is required.
  • Updating the organisational chart with details of new starters, leavers and promotions
  • Processing and assisting with the documentation of employee benefits, e.g. Techscheme, Cyclescheme, Eye Care Vouchers etc.
  • Following up with employees and line managers to ensure iHASCO training is completed.

Administrative Support:

  • Provide general administrative support, including managing calendars, scheduling meetings, and handling correspondence.
  • Provide administrative support to the Group Managing Director under the supervision of the Group EA.
  • Prepare reports, presentations, and other documents as required.
  • Organise company events, meetings, and conferences.
  • Perform other related duties as assigned.

Qualifications and skills:

  • At least 3+ years proven experience in office management role(s).
  • Minimum Level 3 qualification in HR (CIPD Level 3 or equivalent), desirable.
  • Previous experience setting up a new office.
  • Strong knowledge of HR processes and practices, desirable.
  • Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
  • Excellent organisational and time management skills.
  • Strong interpersonal and communication skills.
  • Ability to maintain confidentiality and handle sensitive information.
  • Proactive and able to work independently with minimal supervision.
  • Ability to multitask and prioritise effectively in a fast-paced environment.
  • First Aid, Mental Health First Aid, and / or Fire Warden trained will be an advantage.
  • IOSH Managing Safely trained, desired.
  • Experience in the maritime or security industry is a plus.

Terms and conditions

  • Salary: £30,000-£35,000 per annum commensurate with experience
  • Annual Leave: 25 days per annum plus public holidays
  • Working hours: 08:30am to 17:30pm, Monday to Friday
  • Job type: Full time, permanent
  • Benefits: Private Health Insurance cover, Referral Bonus, Eye Care, Discount Card, Techscheme, Cyclescheme, Discounted Gym Membership, Wellness & Fitness, Employee Assistance, Pension, Enhanced Maternity and Paternity Pay. And much more!

Our Vision

To be the trusted global provider of safety, security, marine and risk management solutions

Our Values – The Ambrey Way

  • Accountable- “Safety first” is our promise, it’s the Ambrey way and we don’t compromise on compliance
  • Moral- We pride ourselves on doing the right thing and delivering on our promises with integrity
  • Bold- We value those who strive to master new things. We never stop learning, improving and pursuing the highest quality
  • Reliable- We always deliver. To us this means being dependable, responsive and agile in everything we do
  • Entrepreneurial- It’s our spirit. We innovate, explore, create and elevate. We have fun and celebrate while working hard
  • You, Me & Us- We know teamwork produces the best results for our clients. We are respectful, inclusive, empowering and compassionate

If you’re interested in being part of our team, we’d love to hear from you. Just send a cover letter and a copy of your CV to office.recruitment@ambrey.com

The Job Description for this post will be subject to routine review and revision in order to meet the developmental requirements of the company. The post holder may be required to undertake additional appropriate duties as directed and required.