About The Role
We have a great opportunity for a Facilities and Office Manager to join our Cardiff office on a 6 months Fixed-term contract.
This role will act as the face of the Cardiff office, creating a fantastic first impression of Clarke Willmott to your colleagues and our external clients. This role manages and maintains a compliant working environment, ensuring high levels of organizational effectiveness, communication, and safety.
On a day to day basis this role is responsible for managing the delivery of the front of house services, reprographics requests and office infrastructure.
Day to day, you’ll be successful in this role by:
* Managing meeting room booking requests including refreshments and travel/accommodation.
* Completing reprographics request in line with the business SLA and SOPs.
* Managing the day to day mail (inbound and outbound), including courier bookings
* Office compliance with the business’s ISO27001 & ISO14001 accreditation requirements through regular auditing.
* Office maintenance and document management (liaising with contractors, landlord’s agent and suppliers)
* Finance management, through budgeting, PO request and cost saving where applicable, including maintaining relevant systems
* Health & safety inspections and staff inductions
* Managing stationery and IT inventory
* Physical records management (Archiving of closed files, as well as requesting files/wills/deeds from our secure storage facility)
* Ad hoc requests, including support facilities teams across the business portfolio.
* Support the London office with their PPM
* Adhoc secretarial support when requested
* Arranging cover for the following activities during periods of leave
o Check coffee machine, clean and refill
o Incoming DX from other offices – completing incoming couriers log, opening, updating internal mail log and filing
o Net2 – dealing with staff passes, informing FSS Southampton or confirming receipt of new passes
o Outgoing post – scanning, weighing, adding details to Click and Drop, preparing labels, packing and taking to collection point
o Front of House – answering door
o Front of House – preparing for client meetings, signing in and clearing
Knowledge of facilities/office management, including personnel management is essential for the role.
Required experience
* Operational experience considered without the qualification
* Facilities management experience
* Process and policy management experience
* Efficient and diligent document management
* Demonstrable experience in managing contractors in an operational capacity
* Comprehensive statutory and regulatory knowledge and understanding in FM, H&S and Environmental, benchmarking and best practice
* Excellent administration skills with strong skills in Excel
* Excellent communication skills
* Willingness to travel between all UK offices to ensure the single team ethos is maintained across the team as and when needed
* Team player
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