Role Definition

Job Title: Multisite Office Manager

Location: Newcastle upon Tyne (occasional travel between OOBE offices)

Reporting to: Operations Director

About Us:

OOBE is a dynamic and innovative Landscape Architecture practice dedicated to delivering exceptional services to our clients. We create spaces inspired by nature to deliver landscapes for people to live, work, relax, play and cherish. We are now seeking a professional, proactive and experienced Multisite Office Administrator with excellent organisational skills and strong interpersonal skills. The position encompasses a variety of responsibilities across multiple office locations.

This is an exciting time to join the company as we expand and grow our talented team.

Position Overview:

The Multisite Office Administrator is responsible for the smooth day-to-day operations across our OOBE offices to ensure they are comfortable, productive, and enjoyable places to work for the whole team.

You will be responsible for organising office operations and procedures to ensure organisational compliance, effectiveness and efficiency. The Multisite Office Administrator is to provide administrative, logistical and support services to the OOBE team and a portfolio of landscape architecture projects. You will maintain and exceed our client’s objectives through the highest possible standards of execution in accordance with OOBE’s agreed objectives and business plan.

In addition, the Multisite Office Administrator provides clear internal communications on office activities, effective HR and recruitment support, coordination of inductions and training, corporate social responsibility and duties relating to staff wellbeing.

You will be supported by members of the Commercial Team, the Operations Director, and external consultants. This role is extremely varied, requires attention to detail and will require occasional travel between our office locations. Your exceptional organisational skills will be crucial to achieving your objectives.

Key Responsibilities:

Compliance and Documentation

- Undertake ongoing UKAS ISO 9001 and 14001 accreditations including internal and external audits and ensure a clear understanding of them across the team.

- Undertake ongoing CHAS and Constructionline (other where applicable) accreditation to ensure industry standards and certifications are upheld.

- Undertake ongoing Citation H&S accreditation including external audits, follow up actions and ensure a clear understanding of them across the team.

- Ensure compliance with company policies and relevant regulations with Atlas software.

- Maintain confidential documents and records securely.

Contract Management

- Act as main point of contact for project contracts.

- Update and maintain contract spreadsheet and update Managing Director on a weekly basis.

- Liaise between clients, internal managers and legal consultants to ensure contracts are processed and signed in a timely manner.

Human Resources & Staff Support

- Process and approve leave requests, including volunteer leave, ensuring accurate records.

- Support HR-related matters including absence management and documentation.

- Maintain confidentiality and compliance with company policies and employment law.

- Organise and/or provide assistance with the organisation of team events.

Recruitment & Induction

- Manage candidate administration: maintain recruitment spreadsheets, liaise with managers, recruitments agents, candidates and schedule interviews.

- Coordinate new starter inductions and act as lead contact for onboarding processes.

Office & Facilities Management

- Oversee the smooth running of day-to-day office operations across multiple sites.

- Act as the first point of contact for staff queries, escalating to managers where necessary.

- Coordinate with facilities providers, contractors, and suppliers as required.

- Support health and safety compliance, including ensuring policies are followed at each site.

- Working with an experienced finance team to establish budgets & reporting for facilities, office purchases and contract management of office suppliers.

Administrative Support

- Support Senior Management Team (SMT) and wider team with administrative tasks.

- Handle complex administrative tasks, including scheduling, correspondence, and record-keeping.

- Provide scheduling, diary management, and meeting support where required.

- Collate and circulate communications, notices, and updates across sites.

- Assist Project Managers with administration aspects of their projects.

- Provide assistance with office management software (CMAP) when required.

Multisite Coordination

- Ensure consistent administrative processes are applied across all office locations.

- Build strong working relationships with stakeholders to support collaboration.

- Travel between sites to provide hands-on support where required.

Skills, Knowledge & Experience:

- Min. two years proven experience in office administration, ideally across multiple sites.

- Proven quality management and audit experience

- Strong leadership and team management skills.

- Excellent communication and interpersonal skills

- Meticulous and approachable, with a calm and welcoming demeanour.

- Discretion and confidentiality when handling sensitive HR matters.

- Demonstrates an ability to be innovative, question conventional approaches and use new technologies.

- Highly proficient in Microsoft 365 (Word, Excel, Outlook, Teams) and SharePoint applications.

- OOBE use software called CMAP and Atvero to assist with operations - all of which we offer training in.

- Bachelor’s degree in business administration, management, or a related field preferred but not essential.

This job description reflects the core activities of the role, but it is not intended to be all-inclusive and other duties within OOBE may be required in addition to changes in the emphasis of duties as required from time to time. There is a requirement for the post holder to recognise this and adopt a flexible approach to work. The job description / role will be reviewed regularly and where necessary revised in accordance with organisational needs.

The member of staff must on all occasions perform the duties listed above with full regard to OOBE’s Equal Opportunities Policy and in accordance with the terms set out in their contract.

October 2025
Location: Newcastle
Type: Full-time
Start: 2025

OOBE is seeking a dynamic and experienced Regional / Associate Director to play a key leadership role in our Newcastle office. This is a strategic position ideal for a passionate landscape architect with a strong blend of design leadership, business development, and team management skills.

Key Responsibilities
- Lead and manage the Newcastle office, overseeing daily operations, project delivery, and staff development.
- Design and deliver high-quality landscape architecture projects across a diverse and exciting portfolio.
- Drive business development, foster client relationships, and secure new opportunities.
- Manage budgets, resources, and project performance to meet OOBE’s quality and financial standards.
- Contribute to OOBE’s overall growth and uphold our reputation for innovation and excellence.

About You
- Chartered landscape architect with extensive post-chartership experience.
- Proven track record in project delivery, team leadership, and business development.
- Strong creative design skills and in-depth knowledge of contemporary landscape practice.
- A confident communicator and inspiring leader with a collaborative, proactive mindset.

October 2025

Due to a number of exciting new projects in the pipeline we are looking for an associate landscape architect to join our studios in either Newcastle, Edinburgh or Glasgow.

You will play a key role in the delivery of a variety of projects as well as developing into an active commercial role within the business, winning work, writing proposals and building contacts.

We have a wide portfolio of exciting & desirable projects across multiple sectors. Our current work includes net zero projects, sustainable landscapes, public realm, university campuses, sports & leisure facilities, mixed use developments, and landscape led masterplanning.

This is an excellent opportunity to join an established and growing business, with the potential to develop as the organisation continues to evolve and grow further.

The company offers a range of benefits and opportunities for career development. Competitive salary available to successful candidate. A degree and/or postgraduate qualification in Landscape Architecture is essential.

If you are interested in this exciting opportunity and would like to join our friendly, professional team, please forward your CV and portfolio of work to info@oobe.co.uk

October 2025

Due to recent expansion, we are looking for a senior landscape architect to join our studios in either Newcastle, Edinburgh or Glasgow.

You will play a key role in the delivery of a variety of projects as well as developing into an active commercial role within the business.

We have a wide portfolio of exciting & desirable projects across multiple sectors. Our current work includes net zero projects, sustainable landscapes, public realm, university campuses, sports & leisure facilities, mixed use developments, and landscape led masterplanning.

This is an excellent opportunity to join an established and growing business, with the potential to develop as the organisation continues to evolve and grow further.

The company offers a range of benefits and opportunities for career development. Competitive salary available to successful candidate. A degree and/or postgraduate qualification in Landscape Architecture is essential.

If you are interested in this exciting opportunity and would like to join our friendly, professional team, please forward your CV and portfolio of work to info@oobe.co.uk