Main Duties and Responsibilities You would be responsible for the delivery of an excellent proactive support service to our colleagues in the areas listed below: Contracts/Facilities Management: Primary point of contact for all contracts/ facilities queries (including any issues that may arise on occasions outside of office hours). Oversee the cleaning services to ensure meticulous maintenance of premises, liaising with the contractors and building/property managing agents to resolve any issues in a timely manner. Support the Director of HR and Support Services in the preparation of the budget, monitoring expenditure and general financial administrative duties such as checking orders and invoices.
Be the first point of contact for any queries or concerns relating to Health and Safety and ensure compliance to at least minimum standard relating to the Health and Safety at Work Act; appointing fire wardens/ first aiders, managing fire drill, weekly fire alarm testing, staff awareness training, site induction and management of the outsourced Health and Safety contractors
Liaise with the managing agent as necessary to resolve any repair and maintenance issues Escalate the requirement of any maintenance or repair work to the Director of HR and Support Services if required Maintain security arrangements around the office including managing relationships with external suppliers Mail: Overall responsibility for ensuring that all mail is processed and franked daily including recorded and special deliveries ahead of evening collections (Royal Mail and DX) Maintain the franking machine, being the first point of contact for reporting faults, maintenance, adding credit and ordering franking supplies Ensure that incoming Royal Mail and DX mail is sorted and delivered each day in line with firm procedures Liaise with Royal Mail and DX Delivery Services to report any late deliveries and collections Ensure a prompt internal post-delivery and collection service at designated times throughout the day Undertake external deliveries and collections as necessary Document Management/Archives: Overall responsibility for the maintenance of accurate records of all archived documents Ensure documents are issued and returned as requested in accordance with Firm procedures Ensure all employees for whom you are responsible have appropriate training and development needs identified and acted upon Undertake regular supervision and management of staff, including participation in recruitment, induction and disciplinary/grievance procedures when required.
Skills, knowledge and experience Experience working in an Office Management/ Facilities Management role is essential Proven experience in managing contracts and carrying out regular reviews to ensure satisfactory performance and value for money Knowledge and experience of health and safety within an office environment Strong experience in managing people with confidence Proficient in using Microsoft Office applications including Outlook, Teams, Word and Excel
Search is an equal opportunities recruiter and we welcome applications from all suitably skilled or qualified applicants, regardless of their race, sex, disability, religion/beliefs, sexual orientation or age.
