Office Manager in London - CT Search

Our client is a very successful, corporate professional services City firm looking to hire a permanent Office/Facilities Manager.

Salary: £50,000 - £55,000 + fantastic benefits and 25 days holiday.

Location: City, fantastic modern offices, great culture!

Hybrid: 4 days working in the office and 1 day working from home.

Hours: 9am to 5pm Monday to Friday with some flexibility if needed.

Office/Facilities Manager duties:

• Leading and managing the Front of House Receptionists, Catering and Cleaning team members including conducing performance and development reviews, processing timesheets, arranging cover and processing holiday leave requests.
• Responsible for supporting the day-to-day working environment and employee experience including front of House, cleaning and catering teams, security of the office, Post Room, couriers, waste management and recycling, any desk moves and/or space management etc.
• Issuing new starter passes and deactivating leaver passes, producing access card/swipe reports, making sure all staff information is up to date and compliant with GDPR legislation, ensuring any regulatory FCA requirements are complied with.
• Conducting floor walks/office checks, daily, weekly making a note of any facilities and/or Health & Safety issues.
• Ensuring the company's office facilities, reception and client meeting rooms are presentable at all times.
• Monitoring the Facilities Helpdesk responding to queries and requests from staff member.s
• Updating the company's intranet.
• Ensuring any office/facilities issues or findings are reported and liaising with contractors to ensure repairs are carried out in a timely manner.
• Liaising with external suppliers contractors, stationery providers etc.
• Liaising with the Building's landlord and Ground Floor Reception.
• Health & Safety duties to include ensuring the office meets H&S regulations and legislation, ensuring Fire Marshals are appointed and trained, ensuring fire drills, weekly alarm testing, staff awareness training sessions, ensuring fire evac chair training is completed with results recorded for auditing purposes, ensuring all certifications for the offices are current, e.g., PAT testing.
• Carrying out inductions for new starters.
• Responsible for budget and financial management ensuring the department's actual expenditure meets its approved budget, analysing data and ensuring any recharges are completed to agreed timescales.
• Financial administrative duties including raising purchase orders and processing invoices, ensuring invoices and the department’s budget tracker are maintained.
• Assisting the Head of Facilities and the Project team with any office layout changes or re-configurations, and ad-hoc projects.
• Management of delivery for projects related to office layout management, energy and waste management and M&E / infrastructure works.
• Be part of the rota system that supports a "24-hour On Call Standby" in case there is an office/facilities emergency including security breakdown or major facilities office failure, which then may result in the need to attend the office out-of-hours depending on the nature of the situation.
• Work closely with all the Facilities Technical and Project Managers, and the company's regional Office Managers.
• Adhering to the company’s policies on data protection, whistle blowing, money laundering, Health and Safety, fire safety management, business ethics/code of conduct and customer service standards.
• Privy to confidential and/or sensitive information, maintaining confidentiality at all times.

The successful candidate will have:

• Previous Office Manager/Facilities Manager experience within professional services.
• Experience of supervising managing a Front of House team, providing advice and guidance and ensuring compliance with internal policies and procedures.
• Previous experience of dealing with Health & Safety regulations, knowledge of current Health and Safety legislation including Health and Safety at work
• Excellent communication skills able to establish and maintain good working relationships with all levels of the business and motivate team members.
• Be team-focused ensuring the department works collaboratively to drive success.
• Confident using their initiative and judgment to resolve any issues that may arise and know when to seek advice if needed
• Strong analytical skills
• Strong MS Office skills
• Used to being privy to confidential and sensitive information
• Willingness to work on occasion out of hours to provide supervision of planned and minor works and be happy to be part of the department’s Out of Hours Rota system if the need arises to respond to any emergencies if required.