Your newpany
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.
Co-ordinates and oversees all repairs and maintenance, ensuring these arepleted in a timely manner and to budget.
Line manages the administration and reception team across multiple offices.
Manages service supplier contracts and is responsible for buildings, maintenance and office budgets. Responsible for the purchase, issue/return of allpany equipment, including IT and tels.
Main Duties and Responsibilities:
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 wellmunicated and adhered to
Schedule and oversee monthly team meetings
Facilities Management:
1. Manage the overall maintenance, security and operational efficiency of the premises
2. Support all aspects of building management administration which incorporates lease/legalpliance
3. Manage facilities budgets and contracts with external vendors and service providers
4. Oversee cleaning and security procedures and identify opportunities for improvement and cost-saving measures
5. Proactively conduct regular inspections of premises to identify maintenance needs, safety hazards and potential improvements
6. Co-ordinate and oversee repairs and maintenance, ensuring all works arepleted on time and within budget and arepliant with safety regulations and minimise operational impact.
7. Responsible for holding keys/fobs and on call for alarm calls received after hours and on weekends
8. Developprehensive 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 andmunicated
9. Liaise with insurance brokers to ensure building/contents cover is appropriate
10. Responsible for maintaining the stock of office supplies
11. Co-ordinate data collection of energy, water and waste activity and seek ways to reduce consumption/waste with occupiers
12. Perform general facilities support tasks, such as furniture building and removal
Health & Safety:
13. Ensure a safe and secure environment for all stakeholders and report on risks or areas of concern
14. Maintain up-to-date knowledge of relevant health and safety legislation and best practices and ensurepliance with all requirements as set
15. Ensure weekly/monthly H&S checks are carried out, conduct DSE/ homework assessments and organise PAT testing
16. Conduct regular safety audits and risk assessments, including new risk assessments for outreach venues
17. Monitor and coordinate mandatory annual H&S training for all employees and maintain training records
18. Ensure adequate first aid/fire marshal provision and co-ordinate training
19. Take charge of H&S planning for events & activities held on premises
20. Conduct fire/building tours for new starters, fire drills and training sessions on safety procedures
21. 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
22. Monitor safeguarding/incident log data to identify trends andpile monthly/quarterly reports to provide insights to management
23. Review and ensure implementation of safeguarding policies, procedures and training toply with relevant legislation and funder requirements
What you'll need to succeed
24. You will have proven experience in office or administration team management.
25. Proven strong knowledge of Microsoft Office and case management systems
26. Proven experience in maintenance coordination, facilities management or similar role
27. Knowledge of H&S - minimum IOSH managing safely
28. Able to work under pressure
29. Excellentmunication skills
30. PAT Testing
31. Experience in improving processes
32. Proven analytical skills
What you'll get in return
This is a full-time role.
hours a week
Hybrid offered after training
Salary £28-34k DOE