Office and Facilities Manager (Part-Time)

ZipRecruiter; London; On-site; GBP 30,000 - 60,000; Full time

Job summary

An established charity is seeking an experienced Office and Facilities Manager to ensure a smooth and efficient office environment. This role combines operations and facilities management, requiring a proactive individual who can oversee daily office tasks, manage vendor relationships, and support the CEO with administrative duties. The ideal candidate will have strong organizational skills, excellent communication abilities, and a keen attention to detail. Join a dedicated team making a significant impact on the lives of disadvantaged children across the UK, and help create a safe, welcoming workspace for all.

Qualifications

• Proven experience as an Office and Facilities Manager or similar role.
• Strong organisational and multitasking skills with attention to detail.

Responsibilities

• Oversee daily office operations and maintain a professional environment.
• Assist the CEO with diary management and event organization.
• Manage building maintenance, safety procedures, and office infrastructure.

Skills

Organisational Skills

Communication Skills

Problem-Solving

Attention to Detail

Health and Safety Knowledge

Tools

MS Office

Microsoft Teams

Job description

Job Description

ABOUT THE ROLE

Variety is looking for an experienced Office and Facilities Manager who is proactive and highly organised to oversee the smooth day-to-day running of our office environment. This role blends operations, facilities management, and a bit of people-first thinking—ensuring the workspace is safe, efficient, and enjoyable for everyone. We own our building in Camden, which has three floors, and we plan to rent out one of the floors (approximately 2,628 sq feet). This role involves managing office building matters, tenants, and general office management, including support to the CEO.

ABOUT VARIETY

Variety, The Children’s Charity, provides practical, life-changing support to disabled and disadvantaged children across the UK. Currently, 4.3 million children live in poverty in the UK, with 600,000 being both disabled and living in poverty. Variety’s programmes aim to make an immediate and lasting difference by directly improving their wellbeing and quality of life. Our support enhances physical and mental health and helps children reach their full potential.

In 2024, His Majesty King Charles III graciously accepted the Patronage of Variety, coinciding with our 75th anniversary, highlighting the trusted role we play as a children’s charity serving the UK’s most vulnerable children and young people.

KEY RESPONSIBILITIES

Office Management:

• Oversee daily office operations and maintain a professional, welcoming environment.
• Act as the primary contact for office-related vendors (cleaning, supplies, security, etc.).
• Manage office supplies inventory and place orders as needed.
• Support onboarding and offboarding processes from a facilities perspective.
• Handle incoming mail and deliveries, ensuring efficient distribution.
• Serve as the first point of contact for calls, visitors, and general inquiries.

Governance:

• Assist the CEO with diary management, event organization, meetings, and in-office gatherings.
• Coordinate finance committee and Trustee meetings.
• Take minutes at meetings as required.
• Provide administrative support as needed.

Facilities Management:

• Oversee building maintenance, safety procedures, and office infrastructure.
• Liaise with tenants, building management, and external contractors to ensure facilities are well-maintained.
• Monitor and manage office budgets related to supplies, utilities, and maintenance.
• Ensure compliance with health and safety regulations; manage risk assessments and fire safety drills.
• Lead sustainability initiatives within the office (e.g., recycling, energy-saving practices).
• Ensure health and safety compliance for staff, including being the fire marshal.

Cost Management:

• Solicit and compare competitive quotes for office services and building management, making recommendations based on quality, reliability, and value.
• Negotiate contracts to optimize costs without compromising service standards.
• Proactively identify areas for cost reduction or improvement.

Administrative & Support:

• Maintain records of office leases, utilities, and insurance policies.
• Manage access control systems and office security.
• Support leadership with general administrative tasks when required.
• Create and maintain facilities manuals, process documentation, and onboarding guides.

Other

• Health and safety duties, including fire marshal training (training will be provided).
• Undertake any other duties as required from time to time.

SKILLS, KNOWLEDGE, AND PERSONAL ATTRIBUTES

Essential:

• Proven experience as an Office and Facilities Manager or similar role.
• Strong organisational and multitasking skills.
• Excellent communication and interpersonal skills.
• Problem-solving attitude with high attention to detail.
• Familiarity with office software (e.g., MS Office, Teams).
• Knowledge of health and safety standards and regulations.

FURTHER INFORMATION

• Limited travel around the UK may be required.
• Variety, the Children’s Charity, is committed to safeguarding and promoting the welfare of children and vulnerable adults.
• We are committed to equality and encourage applications from diverse communities.
• Proof of eligibility to work in the UK is required.

HOW TO APPLY

Please submit your CV with a cover letter explaining why you’d be a great fit for this role.

Applications close at 5 pm on Friday, 23rd May, with interviews scheduled for the week commencing 2nd June 2025. Please inform us if you have any accessibility requirements or need adjustments for the interview.

EQUALITY AND DIVERSITY

We value diversity and aim to recruit from a wide range of backgrounds. We welcome applications regardless of ethnicity, gender, reassignment, maternity/paternity, marriage/civil partnership, religion, belief, or sexual orientation. Please let us know if you have any specific access requirements for the selection process.