Office & Facilities Manager in Manchester

Energy Jobline ZR; Manchester; On-site; GBP 32,000 - 46,000; Full time

Job summary

Energy Jobline ZR in Manchester is seeking an Office & Facilities Manager to run the day-to-day office operations, creating a professional, welcoming and well-run workplace for staff, clients and visitors. The role supports the wider Manchester team and requires eligibility for security clearance.

The role covers office management, budget monitoring, supplier liaison, H&S compliance, security and reception/administration duties to ensure the office operates smoothly and professionally.

Qualifications

• Previous experience in office management, facilities, workplace services or a similar role.
• 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.

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.
• 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.
• 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.
• 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.

Skills

Organisational skills

Budget management

Verbal and written communication

Proactive and self-motivated

Customer-focused

Ability to adapt to changing priorit**

Tools

Microsoft Office

Job description

Office & Facilities Manager

We are looking for a proactive, personable and highly organised individual to manage the day-to-day operation of a busy Manchester office. Market Rates apply Candidates must be eligible for security clearance. The role will be central to creating a professional, welcoming and well-run workplace for employees, clients and visitors, while supporting the wider needs of the Manchester team.

Key Responsibilities

Office & Facilities Management

• 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 .
• 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.