Facilities & Office Manager

London, UK

Striving for excellence is in our DNA. Since 1993, we have been helping the world’s leading companies imagine, design, engineer, and deliver software and digital experiences that change the world. We are more than just specialists, we are experts.

DESCRIPTION


Currently we are looking for a Facilities & Office Manager for our London office to make the team even stronger.

As a Facilities & Office Manager, you will be responsible for all aspects of the building and office management tasks crucial for ensuring the smooth running of the office. Ensuring that premises, facilities, equipment and services are maintained to the highest standard in accordance with current legislation relating to site safety and management.

Management of the office so it is used effectively and efficiently, appropriate office services are provided, and that cost awareness and revenue generation are maximized through stringent management controls and close working with the onsite Senior Management Teams. In addition, a Facilities & Office Manager will play a pivotal role in an upcoming office move in the next 12 to 18 months.

Responsibilities

  • Manage Office Receptionist-Administrator, including performance management;
  • Arrange service with suppliers as needed and manage all UK vendor relationships ensuring the most cost-effective contracts are in place;
  • Support the office to be environmentally friendly, reducing the company’s carbon footprint;
  • Provide a safe and pleasant user-friendly (and sustainable) office environment. As an H&S and Fire Officer, pro-actively ensuring that the company complies with H&S and Fire legislation, ensure all required assessments, monitoring and remedial action and records are undertaken;
  • Be responsible for office maintenance and arranging repair of office equipment when needed;
  • Check inventory on regular basis and order office supplies (stationary, refreshments, and purchases);
  • Assist in all aspects of event planning and implementation such as hosted meetings, offsite meetings and conferences, and staff parties;
  • Be responsible for assets management (equipment, laptops, mobiles, etc.), assisting the IT department as and when needed;
  • Assist UK Management team with the submission of expense reports, managing business trips;
  • Organize the office layout and maintain the condition of the office and arranging for necessary repairs;
  • Provide initial office orientation for all the new starters, ensuring all new starters;
  • Review and update health and safety policies and ensure they are observed;
  • Arrange regular testing for electrical equipment and safety devices;
  • Assist Managers with travel arrangements when required, travel, accommodation, information, etc. If the responsibility is not covered by the Travel team and other ad-hoc project work;
  • Provide additional support to the HR & Finance and Senior Management teams.

Requirements

  • Experienced ‘hands on’ Facilities Manager who can work on their own initiative and work effectively with a wide range of colleagues, associates and contractors;
  • Contract management is essential as are strong organizational, management and communication skills;
  • Proactive, professional, hardworking and committed individual with supervisory or management experience;
  • Previous experience in a similar environment, IOSH/NEBOSH/BIFM qualifications, MBIFM, and NEBOSH qualifications desirable, ESOS experience;
  • Knowledge of the Landlord and Tenant Act, and a working knowledge of Risk Assessments;
  • Excellent presentation, communication, IT and interpersonal skills are essential;
  • Contract management and record keeping experience;
  • Experience negotiating and influencing people, including senior staff, to support information collation;
  • Be fully proficient in all Microsoft Office programs (including Word, Excel & Outlook); competent user of internet;
  • Able to prioritize a busy workload whilst maintaining excellent attention to detail;
  • Be resilient, resourceful and punctual;
  • Proactive attitude in identifying issues at the earliest opportunity and in responding to potential problems;
  • Able to share learning or enable process improvement; • Discretion when supporting activities and handling sensitive data.