Facilities Office Manager

TN United Kingdom; Leicester; On-site; GBP 27,000 - 32,000; Full time

Job summary

An established industry player is seeking a proactive Office Manager to ensure the smooth operation of a busy office environment. In this pivotal role, you will oversee health and safety, manage budgets, and ensure compliance with statutory requirements. Your leadership skills will be essential in fostering a positive workplace culture while managing a diverse range of administrative tasks. This position offers a rewarding opportunity within a leading organization, where your contributions will directly impact the efficiency and effectiveness of the office. If you're ready to take on new challenges and make a difference, this role is perfect for you.

Benefits

Healthcare cover/Medicare

Generous pension plan

Life Insurance (4 x salary)

Interest-free travel loan scheme

Employee Assistance Programme

Discounted gym membership

Cycle to work scheme

Wide range of offers and discounts

Excellent reward and recognition schemes

Qualifications

• Proven experience in managing administrative systems and ICT packages.
• Demonstrable management or Health & Safety experience.

Responsibilities

• Oversee Health and Safety compliance and conduct risk assessments.
• Manage budgets and provide first-line approval for expenditures.
• Serve as the main point of contact for site issues and concerns.

Skills

Microsoft Office

Health & Safety Management

Organizational Skills

Time Management

Leadership

Communication Skills

Job description

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Location: Leicester City

Salary: Up to £32,000 per annum

Working Hours: 9-5, Monday to Friday

Fully Office-Based

Are you an experienced and proactive Office Manager looking for a rewarding opportunity within a leading and award-winning organisation? Do you excel at ensuring the smooth and efficient operation of a busy office environment while fostering a positive and compliant workplace? If so, we have an exciting permanent role for you!

About Your New Role:

As our Office Manager, you will be pivotal in maintaining the efficient functioning of our office through comprehensive management of health & safety, administrative, financial, and team-related tasks. Your role will be to ensure the seamless day-to-day running of the office, taking ownership of all the above areas of responsibility. This will involve effectively managing and scheduling a team to meet the fluctuating demands throughout the day.

Key Responsibilities:

1. Health and Safety Oversight: Take responsibility for overseeing Health and Safety across the site. Work collaboratively with the Health & Safety Manager to ensure the site is managed and compliant with all relevant regulations. Conduct thorough risk assessments. Attend quarterly Health and Safety meetings (some travel may be required).
2. Budget Management: Work closely with the Head of Facilities to create comprehensive budgets for all areas of your responsibility (with sign-off authority residing with the Head of Facilities). Provide first-line approval for all expenditures, with second-line approval from the Head of Facilities.
3. Statutory Compliance: Ensure adherence to all statutory compliance requirements within your scope of responsibility.
4. Service Levels: Collaborate with the Head of Facilities and relevant stakeholders (ROH) to develop and agree on service provision and levels across all areas of responsibility.
5. Processes and Procedures: Work with the Head of Facilities to develop, implement, and maintain well-documented processes to consistently deliver the agreed service levels.
6. Primary Contact / Help Desk: Serve as the main point of contact and issue manager for all concerns raised by the sites within your remit, escalating to the Head of Facilities as necessary.
7. Reporting: Meet monthly with the Head of Facilities to discuss progress, agree on agendas, and review reports. Produce comprehensive monthly reports for the Head of Facilities, contributing to Board-level reporting.
8. Procurement: Manage the day-to-day administration and management of contracts and suppliers, liaising with the Contracts Manager as required. Ensure all requests for additional purchases outside agreed contracts are approved by the Head of Facilities prior to ordering.
9. Property Management: Manage day-to-day issues with property management agents, ensuring the Head of Facilities (who holds overall responsibility for all properties) is kept fully informed.
10. General Office Management: Work closely with site stakeholders (ROH) to deliver agreed service levels and support the day-to-day running of the site, including housekeeping and health and safety management. Create and maintain a positive and efficient office environment aligned with our company vision and values. Optimize the use of space within each office location. Manage the provision and maintenance of security across the site. Contribute to disaster recovery planning. Support the Procurement function with goods receiving and property maintenance-related issues, acting as the first point of contact. Liaise with the Head of Facilities to determine the appropriate resolution route for various issues. Undertake other duties and responsibilities that fall within the wider remit of the role as required.

About You:

• Proven experience in the development, management, and operation of administrative systems and ICT packages, including strong proficiency in Microsoft Office software.
• Demonstrable management or Health & Safety experience.
• Excellent organisational and time management skills with the ability to prioritise effectively.
• Strong ability to lead and effectively manage other staff.
• Confident and articulate with excellent spoken communication skills.
• Sound knowledge and understanding of managing people and fostering a positive team environment.
• Ability to work effectively under pressure and meet conflicting demands within deadlines.
• Strong ability to communicate clearly and professionally at all levels of the organisation.
• A flexible and positive approach to change and new challenges.
• A collaborative and willing team player.
• Professional and customer service-oriented approach.
• Ability to maintain a high level of confidentiality and discretion at all times.
• Polite, professional, and enthusiastic manner.

Benefits package includes:

• Healthcare cover/ Medicare.
• Generous pension plan.
• Life Insurance (4 x salary).
• Interest-free travel loan scheme.
• Employee Assistance Programme (counselling, legal, and consumer advice).
• Discounted gym membership and dental scheme.
• Cycle to work scheme.
• A wide range of offers and discounts.
• Excellent reward and recognition schemes.

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.

If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.