Office & Facilities Manager

First Recruitment Group; Manchester; On-site; GBP 46,000 - 65,000; Full time

Job summary

First Recruitment Group is seeking an Office & Facilities Manager on a 12-month contract to oversee the Manchester City Centre office. The role is onsite, five days a week, with a day rate dependent on experience (inside IR35).

You will manage daily operations, budgeting, health and safety, reception and support, coordinating with vendors and internal teams to maintain a safe, welcoming and efficient working environment.

Qualifications

• Experience in office management, facilities or workplace services.
• Strong organisational skills and ability to manage multiple priorities.
• Good financial awareness with budgets, expenditure and suppliers.
• Excellent verbal and written communication with stakeholders.
• Proactive, self-motivated and detail oriented.

Responsibilities

• Oversee day-to-day operation of the Manchester office to ensure a safe, welcoming environment.
• Act as main contact for office and facilities matters with management, landlords and suppliers.
• Prioritise and progress facilities issues to satisfactory resolutions.
• Coordinate facilities services, meetings, space planning and office moves as required.
• Maintain facilities documentation, records and office information.
• Monitor and manage office overhead budget, expenditure and invoicing.
• Support health, safety, security, business continuity and sustainability activities.
• Provide reception and general office support to clients, visitors and staff.

Skills

Organisational skills

Budget management

Vendor management

Communication skills

Problem solving

Tools

Microsoft Office

Job description

Our client is currently actively looking to hire a Office & Facilities Manager on a contractual basis, to manage their Manchester City Centre Office.

Job Title: Office & Facilities Manager
Location: Manchester City Centre
Duration: 12 Months
Day Rate: Competitive Depending on exprience (inside IR35)
Onsite 5 Days Per Week

Key Responsibilities:

• Manage the day–to–day operation of the Manchester office, ensuring a professional, safe, welcoming and effective working environment.
• Act as the principal point of contact for all office and facilities–related matters, liaising with building management, landlords, suppliers, contractors and internal teams as required.
• Take ownership of facilities issues, ensuring maintenance, repairs and other matters are appropriately prioritised, progressed and followed through to satisfactory resolution.
• Oversee the overall cleanliness, appearance and functionality of the office and coordinate facilities services and contractors.
• Manage office supplies, equipment, stationery and kitchen consumables, maintaining appropriate stock levels and arranging orders as required.
• Coordinate meeting rooms, office space and facilities requirements, including supporting office moves, furniture changes and other workplace improvements where required.
• Maintain accurate and up–to–date facilities documentation, records and relevant office information.

Finance & Budget Management:

• Manage and monitor the Manchester office facilities and overhead budget, maintaining appropriate oversight of expenditure against plan.
• Support annual budgeting and business planning activities relating to the office and provide timely information on expenditure, forecast requirements and significant variances.
• Process and manage facilities–related invoices, purchase requests and other charges, ensuring appropriate coding, approvals and timely payment.
• Liaise with suppliers and internal Finance teams to resolve invoice, payment and expenditure queries.
• Obtain quotations and support procurement activities for facilities services, equipment and office requirements in accordance with company processes.

Health, Safety & Security:

• Support and maintain local Health, Safety and Environmental compliance requirements, including completion and recording of required office checks.
• Maintain the relevant H&S compliance systems and ensure supporting evidence, records and actions are kept up to date and appropriately closed out.
• Support office security arrangements, including visitor management, door access systems and ID/access cards.
• Ensure employees and visitors follow relevant office security, safety and visitor management requirements.
• Support local business continuity, emergency arrangements and sustainability activities as required.

Reception & Office Support:

• Ensure clients, visitors and employees receive a professional and welcoming experience when attending the Manchester office.
• Manage general office enquiries, mail, deliveries and courier requirements.
• Manage and deliver the local office induction process for new starters, including relevant facilities, Health & Safety and security information.
• Communicate relevant facilities and office information effectively to Manchester employees.
• Work closely with local business leadership and other internal functions to support the effective operation of the office.
• Provide other reasonable administrative and office support as required.

Requirements:

• Previous experience in office management, facilities, workplace services or a similar role is preferred.
• Strong organisational skills with the ability to manage multiple priorities and take ownership of issues through to completion.
• Good financial awareness and experience of managing or monitoring budgets, expenditure, invoices and suppliers.
• Strong verbal and written communication skills, with the confidence to work effectively with employees, senior stakeholders, suppliers and contractors.
• Proactive and self–motivated, with the initiative to identify issues and resolve them without requiring close supervision.
• A professional and customer–focused approach with strong attention to detail.
• Ability to respond positively and pragmatically to changing priorities and unexpected issues.
• Proficiency in Microsoft Office applications, including Word, Excel and Outlook.
• Ability to work independently while also contributing effectively as part of a wider team.