Office Maintenance Manager

Room at the Top Recruitment; Harlow; On-site; GBP 40,000 - 45,000; Full time

Job summary

A family-run business in the built services sector is seeking a proactive and detail-oriented Office Maintenance Manager to join their team in Harlow. The successful candidate will handle daily operations of the Harlow office, oversee the helpdesk, manage vendor relationships, and lead the maintenance team. This full-time role offers a salary between £40,000 and £45,000, depending on experience, with core hours from 8am to 5pm, Monday to Friday.

Qualifications

• Proven experience as a Maintenance Manager or similar role.
• Good computer skills.
• Excellent communication and customer service skills.

Responsibilities

• Oversee the helpdesk team and ensure smooth operations.
• Assist Contracts Managers with quotations and pricing.
• Prepare health and safety documentation for clients.
• Manage vendor relationships and maintenance scheduling.
• Respond to urgent maintenance requests.
• Generate reports on outstanding jobs and costs.

Skills

Communication skills

Customer service skills

Organizational skills

Analytical skills

Job description

Our client is a family run business working within the built services sector, delivering high-quality services across commercial, residential, and industrial sectors. Their core services are Building Maintenance - preventative and reactive, Facilities Management - comprehensive solutions for building operations, End-to-end project management. Their vision is to grow the company to the next level and start to build a portfolio of maintenance contracts as well as expanding opportunities with their current clients by delivering integrated, sustainable, and value-driven built environment services that enhance functionality, safety, and comfort in the spaces people live, work, and thrive in.

We have a fantastic opportunity to work as a proactive and detail-oriented Office Maintenance Manager to join the team. The role is a full‑time permanent position based onsite in Harlow, but you may be required to visit client sites to support and mentor engineers. The core working hours are 8am – 5pm Monday – Friday and our client is offering a generous salary of £40,000 – £45,000 depending on experience.

The successful candidate will be the main point of contact responsible for all day to day running of the Harlow office, which includes overseeing and managing the Helpdesk to run smoothly and efficiently, as well as assisting the Contract Managers with their day to day works. You will also be responsible for managing vendor relationships, scheduling maintenance works, and leading our maintenance team and sub‑contractors.

Role Summary

• Overseeing and managing direct reports of the helpdesk team.
• Assisting the Contracts Managers, which may include writing up quotations, obtaining details and costs from sub‑contractors and suppliers.
• Preparing and submitting Risk and Method assessments and any health and safety documentation to clients.
• Line Manager to all Mobile Engineers.
• Raising and issuing jobs to engineers using our CAFM system.
• Dealing with any complaints and issues from clients, engineers and sub‑contractors.
• Raising sub‑contractor purchase orders.
• Dealing with company vehicle including Servicing/MOTs, Parking & speeding fines.
• To be familiar with the helpdesk role and scheduling of works.
• Respond promptly to urgent maintenance requests and manage emergency situations effectively.
• Updating clients where required.
• Generating reports to show outstanding jobs and costs.
• Assisting with PPM.

Experience Required

• Proven experience as a Maintenance Manager, Facilities Coordinator, or similar role.
• Excellent communication and customer service skills.
• Good computer skills and analytical skills.
• Good organisational and planning skills.
• Demonstrated ability to visualise and communicate staff and clients.
• Good written and verbal communications skills and have demonstrated the ability to be approachable and tactful.
• Demonstrated ability to write and provide simple and accurate instructions.
• Knowledge and understanding of the maintenance processes and proper use of the work order system, planning and scheduling.
• Must be capable of providing familiarisation training and demonstrating any specific job requirements.
• Will be able to oversee practical maintenance and installation tasks to a high standard.