Office Manager

HSB Solomon Associates LLC (Solomon), a subsidiary of Hartford Steam Boiler and MunichRe, is seeking candidates for an Office Manager position to work part-time in Farnborough, United Kingdom (UK). Solomon is the leading performance improvement company for the global energy industry, serving clients in nearly 80 countries, with global headquarters in Dallas and regional offices in Houston, Farnborough, and Bahrain. Solomon provides data-driven, strategic insight across the energy industry, leading to greater efficiency, reliability, and profitability.

Basic Function

The Office Manager position will support the Farnborough office onsite on a part-time basis. The ideal candidate will be highly organized and detail oriented. This role will support a professional office setting.

Responsibilities

• Operational Services

• Oversee daily office operations, including office facilities, courier and taxi services, equipment maintenance, access card assignment, workspace and parking permits
  
  
  
  

• Ensure office space is prepared and available for new hires and maintain up to date seating plan
• Main point of contact for landlord, building management, service providers and utilities
• Coordinate internal meetings, events, and office communication
• Manage office and business insurance policy including annual renewal & updates
• Maintain office procedures, systems, and documentation
• Provide support to UK team regarding Visa and Passport renewals, Letter of Intent documentations, and other travel documentations as needed
• Assist with travel arrangements
• Maintain UK team calendar
• Maintain Office Budget
• Manage queries for office services and supplies
• Support budget planning, cost control, and expense management for office and social committee budgets
• Assist Accounting in reconciliations end-of-year financial processes
• Executive Assistant for UK Managing Director

• Ensure Companies House records are up to date
  
  
  
  

• File Solomon Associates Limited (SAL) accounts and annual confirmation statement
• Arrange Board Meetings and keep minutes
• Administer electronic signatures and approvals for SAL audit accounts
• Compliance and Data Management
• Ensure compliance with company policies, General Data Protection Regulations (GDPR), health & safety standards, and workplace regulations
• Carry out regular risk assessments, fire safety, and first aid checks
• Keep health & safety documents up to date
• Maintain confidential and proper handling of sensitive employee and client information
• SMS immigration system – sponsors license
  
  
  

Education

• Required:

• A-levels or equivalent
  
  
  
  

• Preferred:
• Bachelor’s degree
• Prior experience working within a professional office setting
  
  
  

Work Experience

• Required:

• 5+ years of experience as an office manager supporting a location, facilities, and/or executive/leadership
  
  
  

Technical Skills

• Required:

• Excellent interpersonal and communication skills including excellent verbal, written, listening, and presentation skills
• Excellent people skills with the ability to successfully collaborate in a global, multi-disciplinary, diverse, matrixed, and dynamic team environment
• Meticulous attention to detail, reviewing work for quality, with a commitment to delivering accurate and high-quality work within specified deadline
• Delivery of high-quality work product using Solomon documentation standards as appropriate
• Effectively and efficiently navigate workflows and processes to accomplish work
• Ability to hold self and others accountable, following through on commitments, meeting deadlines, taking ownership and responsibility for decisions
• Proven track record of continuous improvement and creating new and better ways for the organization to be successful
• Strong independent work ethic while also making a positive contribution to an existing, highly collaborative work environment
• Proficient in Microsoft Office products such as Word, Excel, and PowerPoint
  
  
  

At HSB Solomon Associates, a subsidiary of The Hartford Steam Boiler and of Munich Re, we see Diversity and Inclusion as a solution to the challenges and opportunities all around us. Our goal is to foster an inclusive culture and build a workforce that reflects the customers we serve and the communities in which we live and work. We strive to provide a workplace where all of our colleagues feel respected, valued and empowered to achieve their very best every day. We recruit and develop talent with a focus on providing our customers the most innovative products and services.

We are an equal opportunity employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.  The work environment characteristics, and any physical and mental requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee.  Other duties, responsibilities and activities may change or be assigned at any time with or without notice.