Office & Facilities Manager (12 Month Contract)

Key Responsibilities

• Oversee and manage the general administration, reception and office functions of the Head Office, ensuring it runs smoothly
• Line management responsibility for the front of house Receptionist and Office Co-ordinator
• Work with direct reports to support their performance development
• Set the priorities and manage the administration team, receptionist, office co-ordinator, PA’s
• Own, oversee, develop and manage administration processes, implementation and maintenance of systems and office procedures including incoming calls and visitors, office access, allocation of entry fobs, car park passes

• Manage external suppliers, negotiate contacts, supplier selection for office suppliers, and liaising with sites office in order to implement improvements to the way the business runs
• Co-ordinate office floorplans/seating arrangements, liaising with teams as to requirements
• Co-ordination of invoicing and PO approval for admin related purchases
• Managing arrangements for ordering FF&E and IT equipment for division
• H&S Risk Assessments including contractors works, young people and expectant mothers
• Assist with new joiner inductions informing new joiners of office and facilities processes, setting up IT, permits, access to facilities.
• Monitor, manage and arrange routine maintenance and emergency repairs for all equipment within office and communal areas
• Conduct the role of a Chief Fire Marshal during fire drills, manage fire drill evacuation procedures, oversee fire alarm tests, report and resolve any issues
• Be proactive in problem solving and in getting what you need from others in the office

Facilities Management:

• The strategic review and development of facilities management processes
• Management of office, along with involvement in 5 associated offices
• Co-ordination of planned preventative maintenance and reactive maintenance
• Procurement and contract management
• Oversight and supervision of contract works
• Carrying out or arranging health and safety risk assessments and reviews to ensure H&S standards are maintained, and generally ensuring the safety and well-being of staff
• Ensuring statutory compliance relating to M&E and general legislative requirements
• Implementation and amendment of Standard Operating Procedures (SOP’s)
• Managing and leading change to ensure minimum disruption to core activities
• Directing, coordinating and planning soft FM services such as security, cleaning, maintenance, waste disposal and recycling
• Responding appropriately to emergencies or urgent issues as they arise and dealing with the consequences calmly and effectively
• Progress reporting to management team and the Board of Directors

Person Specification

 

• Educated to at least A level standard (or equivalent)
• Office Management Certificate/Diploma preferable
• ABIFM/MBIFM qualification or working towards these.
• Health and Safety regulatory knowledge, preferably; NEBOSH General / Construction certificate / diploma or passed a four-day IOSH managing safely course
• Have valid First Aid, Fire Marshal and preferably DSE Assessor certificate
• Facilities and Office Management experience in a professional services or Corporate HQ environment
• People management experience
• Experience of contract and budget management
• Demonstrate excellent written and verbal communication skills
• Can calmly and effectively problem solve resulting in the best possible outcome for all parties involved