Business Support Manager

Manchester Arndale; Glasgow; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading facilities management company located in Glasgow is seeking an experienced office manager to provide high-quality administrative support to the Managing Director and Senior Leadership Team. The ideal candidate will manage various administrative functions and oversee a team of 4. Responsibilities include diary management, report preparation, and recruitment support. This role offers opportunities for professional development in a diverse and inclusive environment.

Qualifications

• High-quality administrative support experience is required.
• Skills in diary management and travel coordination essential.
• Strong organizational capabilities are necessary.

Responsibilities

• Provide administrative support to the Managing Director.
• Manage diary and travel arrangements.
• Maintain accurate records and databases.

Job description

About The Company:

OCS UK & Ireland is a leading facilities management company with 50,000+ colleagues and a turnover in excess of £2bn. We deliver innovative, award-winning services within facilities management, hard services, cleaning, security and catering.

Our mission is to make people and places the best they can be for our colleagues, customers and the communities we serve. Our commitment to doing business the right way is rooted in our TRUE values - Trust, Respect, Unity, and Empowerment.

About The Role:

Key Responsibilities:

• Provide high quality, effective administrative support to the Managing Director and the Senior Leadership Team
• Diary co-ordination and management for Managing Directors including travel and accommodation bookings
• Maintenance accurate records, operating structures, client contact information and employee database management
• Support with compilation of board reports and client and colleague presentation material
• Administration of holiday management system for UK&I business employees, including management of inbox
• Manage information flow in a timely and accurate manner as requested by senior directors
• Act as an office manager for Glasgow HQ by keeping up with office supply inventory
• Co-ordinate hospitality, client venues, resources and refreshments for meetings
• Support senior leadership team in communication strategies across the organization
• Co-ordinate onboarding & recruitment process for senior management team
• Minutes & actions for board meetings
• Contract Org Charts
• Direct line management of a team of 4 people
• Managing performance, absence and development
• Setting objectives & carrying out review & PDR with direct reports
• Manage & oversee vetting for high profile contracts.
• Vet & submit clearance applications
• Create & manage trackers
• Provide weekly reports to clients & management team on vetting
• Co-Ordinate interview, recruitment & onboarding process for all Glasgow based Helpdesks, including review & sift of applicants
• Manage the configuration & upkeep of new subcontractor portal, as well as being the point of contact for sub-contractors for any technical issues
• Manage the configuration of Totalmobile, the new dynamic scheduling tool that will be used for planning & scheduling of all reactive & PPM jobs.
• Co-Ordinate & manage all Helpdesk fun days/charity events. Schedule events calendar, organise prizes, conduct events. 150+ people
• Creation & maintenance of crib sheets for all Tech Services contracts, including billing info, contract specifications, processes, procurement information
• Creation & maintenance of Helpdesk shift rotas for all Glasgow Helpdesks

How to Apply:

If you are interested in joining a business that encourages professional development, career progression and the chance to work with inspirational people then please click apply and register your interest! You can also sign up to our job alerts when registering which will notify you when other suitable vacancies are available.

We are an equal opportunities employer and rely on a diverse workforce with a broad range of knowledge, skills, and backgrounds to deliver our goals. We offer an inclusive and welcoming environment and actively encourage applications from all individuals regardless of race, gender, nationality, religion, sexual orientation, disability, or age.