The Office and Facilities Manager is responsible for overseeing the daily operations of the office and ensures a secure and clean working environment for all stakeholders within the premises, ensuring all legal, corporate and duty-of-care responsibilities are met, including the safety and health of staff.
Responsible for identifying maintenance needs and safety hazards and for the implementation of improvements.
Line manages the administration and reception team across multiple offices.
Manages service supplier contracts and is responsible for buildings, maintenance and office budgets. Team management and administration:Line manages the central administration and reception team, which includes volunteers.
Recruit, induct and train new members, conduct 1:1s and proactively monitor performance
Review office procedures and assist in the development of new ones, ensuring these are well communicated and adhered to
Facilities Management:
Support all aspects of building management administration which incorporates lease/legal compliance
Manage facilities budgets and contracts with external vendors and service providers
Proactively conduct regular inspections of premises to identify maintenance needs, safety hazards and potential improvements
Responsible for holding keys/fobs and on call for alarm calls received after hours and on weekends
Develop comprehensive project plans for office moves and renovations, create and manage timelines, budgets and resource allocation and coordinate with internal teams and external suppliers/contractors to ensure project milestones are met and communicated
Liaise with insurance brokers to ensure building/contents cover is appropriate
Responsible for maintaining the stock of office supplies
Co-ordinate data collection of energy, water and waste activity and seek ways to reduce consumption/waste with occupiers
Perform general facilities support tasks, such as furniture building and removal
Ensure a safe and secure environment for all stakeholders and report on risks or areas of concern
Ensure weekly/monthly H&S checks are carried out, conduct DSE/ homework assessments and organise PAT testing
Conduct regular safety audits and risk assessments, including new risk assessments for outreach venues
Monitor and coordinate mandatory annual H&S training for all employees and maintain training records
Ensure adequate first aid/fire marshal provision and co-ordinate training
Take charge of H&S planning for events & activities held on premises
Conduct fire/building tours for new starters, fire drills and training sessions on safety procedures
Ensure safety, evacuation and disaster recovery plan procedures are in place and up to date at all times across all locations and employees are fully conversant with H&S policies
Monitor safeguarding/incident log data to identify trends and compile monthly/quarterly reports to provide insights to management
Review and ensure implementation of safeguarding policies, procedures and training to comply with relevant legislation and funder requirements
You will have proven experience in office or administration team management.
Proven strong knowledge of Microsoft Office and case management systems
Proven experience in maintenance coordination, facilities management or similar role
PAT Testing
This is a full-time role.
Hybrid offered after training
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