Office & Facilities Manager (12 Month Contract)

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  • Job Reference: PR/000749
  • Job Title: Office & Facilities Manager (12 Month Contract)
  • Location: Battersea
  • Basic Salary Range: Up to £40,000
  • Job Type: Contract
  • Posted 6 months ago
  • This position has been filled

Maxwell Stephens have been assigned by a leading property company to recruit for an Office & Facilities Manager to join their office for a 12 Month contract to cover Maternity Leave.

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