Job Description
We are delighted to be working in partnership with a long standing client located in Edinburgh who are looking to recruit a Facilities & Operations Manager to join them on a full time, permanent basis.
If you offer experience working within the professional services sector, ideally from the legal industry and offer a background of working within a similar outlined below which in return offers you variety, autonomy and responsibility.. then look no further!
You will be responsible for organising and coordinating office administration and procedures, in order to ensure organisational effectiveness, efficiency, and safety. The Facilities Coordinator is responsible for developing intra office communication protocols, streamlining administrative procedures, inventory control, office staff supervision, and task delegation.
The successful Facilities Co-ordinator is an energetic professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative duties and executive support-related tasks and able to work independently with little or no supervision. Well organised, flexible, and enjoys the administrative challenges of supporting an office of diverse people.
Your key responsibilities will include:
Main point of contact for reception, meeting rooms, dispatch and archiving, equipment, bills, and errands
Organise and schedule meetings and appointments
Partner with HR to maintain office policies as necessary
Organise office operations and procedures
Coordinate with IT department on all office equipment
Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time
Manage contract and price negotiations with office vendors, service providers, and office lease
Provide general support to visitors
Responsible for creating PowerPoint slides and making presentations
Responsible for managing office services by ensuring office operations and procedures are organised, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and that clerical functions are properly assigned and monitored
Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval, and staff transfers
Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, and office systems
Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office
Ensure that results are measured against standards, while making necessary changes along the way
Allocate tasks and assignments to subordinates and monitor their performance
Assign and monitor administrative, responsibilities and tasks among office staff
Perform review and analysis of special projects and keep the management properly informed
Conduct new starters induction and providing and training to new employees
Ensure top performance of office staff by providing them adequate coaching and guidance
Participate actively in the planning and execution of company events
Responsible for developing standards and promoting activities that enhance operational procedures
Allocate available resources to enable successful task performance
Coordinate office staff activities to ensure maximum efficiency
Conduct monthly 1-2-1s and annual performance review of staff within line management
Health and Safety compliance
Fire safety compliance
Coach and mentor office services staff
Design and implement filing systems
Ensure filing systems are maintained and current
Establish and monitor procedures for record-keeping
Ensure security, integrity, and confidentiality of data
Design and implement office policies and procedures
Oversee adherence to office policies and procedures
Analyse and monitor internal processes
Implement procedural and policy changes to improve operational efficiency
Prepare operational reports and schedules to ensure efficiency
Monitor and maintain office supplies inventory
Review and approve office supply acquisitions
Handle customer inquiries
Manage internal staff relations
Maintain a safe, secure, and pleasant work environment
Provide cover in emergency situations e.g. sickness and holidays.
Weekend work will be required in line with facilities maintenance or project work or as by request from line manager.
Support, coordinate and facilitate room set-ups and furniture moving/removal
To be considered for this opportunity, our client does require the following experience /background:
Previous experience working within facilities and/or office management from the legal sector preferably
Proven office management, administrative, or assistant experience
Previous line management experience would be desirable
Knowledge of office management & facilities responsibilities, systems, and procedures
Excellent time management skills and ability to multitask and prioritise work
Attention to detail and problem solving skills
Excellent written and verbal communication skills
Strong organisational and planning skills
Proficient in Microsoft Office
Knowledge of accounting, data, and administrative management practices and procedures
Knowledge of clerical practices and procedures
Knowledge of human resources management practices and procedures
Knowledge of business and management principles
Computer skills and knowledge of office software packages
Knowledge of Health and Safety and performing risk assessments. Health & Safety qualifications would be advantageous
Reward
Salary – Excellent and will be discussed at time of application
Generous holiday allowance
Please Note – This is a office based role
Excellent training and a clear career path
Pension
Flexible working upon request
Life Assurance
Various incentives and rewards
Next Steps
For further information, please apply by emailing your CV to Utopian Recruitment ASAP. Our client is looking to interview and recruit these positions as soon as possible.
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Whilst Utopian Professional Recruitment strives to get in touch with all our applicants, it isn’t always possible. If you have not heard back from us within 5 working days after sending us your CV unfortunately you have not been shortlisted for this position.
Equal Opportunities
Utopian Professional Recruitment is committed to equal opportunities regardless of, ,,, or belief and .
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