Office Manager

JR United Kingdom; Derby; Hybrid; GBP 28,000 - 34,000; Full time

Job summary

A leading company in Derby is seeking an Office and Facilities Manager to oversee daily operations and ensure a secure and efficient work environment. This role requires strong management skills, knowledge of health and safety standards, and the ability to coordinate maintenance activities. The successful candidate will lead a team, manage service supplier contracts, and ensure compliance with legal responsibilities, all while providing a safe space for staff and stakeholders.

Qualifications

• Proven experience in office or administration team management.
• Experience in maintenance coordination or facilities management.
• Ability to work under pressure.

Responsibilities

• Manage daily operations of the office and maintenance needs.
• Ensure compliance with health and safety regulations.
• Oversee the administration and reception team.

Skills

Team management

Strong knowledge of Microsoft Office

Analytical skills

PAT Testing

Process improvement

Education

Minimum IOSH managing safely

Job description

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Your new company
The Office and Facilities Manager is responsible for overseeing the daily operations of the office and ensures a secure and clean working environment for all stakeholders within the premises, ensuring all legal, corporate and duty-of-care responsibilities are met, including the safety and health of staff.
Responsible for identifying maintenance needs and safety hazards and for the implementation of improvements.
Co-ordinates and oversees all repairs and maintenance, ensuring these are completed in a timely manner and to budget.
Line manages the administration and reception team across multiple offices.
Manages service supplier contracts and is responsible for buildings, maintenance and office budgets. Responsible for the purchase, issue/return of all company equipment, including IT and telecoms.
Main Duties and Responsibilities:
Team management and administration:Line manages the central administration and reception team, which includes volunteers.
Recruit, induct and train new members, conduct 1:1s and proactively monitor performance
Review office procedures and assist in the development of new ones, ensuring these are well communicated and adhered to
Schedule and oversee monthly team meetings
Facilities Management:

• Manage the overall maintenance, security and operational efficiency of the premises
• Support all aspects of building management administration which incorporates lease/legal compliance
• Manage facilities budgets and contracts with external vendors and service providers
• Oversee cleaning and security procedures and identify opportunities for improvement and cost-saving measures
• Proactively conduct regular inspections of premises to identify maintenance needs, safety hazards and potential improvements
• Co-ordinate and oversee repairs and maintenance, ensuring all works are completed on time and within budget and are compliant with safety regulations and minimise operational impact.
• Responsible for holding keys/fobs and on call for alarm calls received after hours and on weekends
• Develop comprehensive project plans for office moves and renovations, create and manage timelines, budgets and resource allocation and coordinate with internal teams and external suppliers/contractors to ensure project milestones are met and communicated
• Liaise with insurance brokers to ensure building/contents cover is appropriate
• Responsible for maintaining the stock of office supplies
• Co-ordinate data collection of energy, water and waste activity and seek ways to reduce consumption/waste with occupiers
• Perform general facilities support tasks, such as furniture building and removal

Health & Safety:

• Ensure a safe and secure environment for all stakeholders and report on risks or areas of concern
• Maintain up-to-date knowledge of relevant health and safety legislation and best practices and ensure compliance with all requirements as set
• Ensure weekly/monthly H&S checks are carried out, conduct DSE/ homework assessments and organise PAT testing
• Conduct regular safety audits and risk assessments, including new risk assessments for outreach venues
• Monitor and coordinate mandatory annual H&S training for all employees and maintain training records
• Ensure adequate first aid/fire marshal provision and co-ordinate training
• Take charge of H&S planning for events & activities held on premises
• Conduct fire/building tours for new starters, fire drills and training sessions on safety procedures
• Ensure safety, evacuation and disaster recovery plan procedures are in place and up to date at all times across all locations and employees are fully conversant with H&S policies
• Monitor safeguarding/incident log data to identify trends and compile monthly/quarterly reports to provide insights to management
• Review and ensure implementation of safeguarding policies, procedures and training to comply with relevant legislation and funder requirements

What you'll need to succeed

• You will have proven experience in office or administration team management.
• Proven strong knowledge of Microsoft Office and case management systems
• Proven experience in maintenance coordination, facilities management or similar role
• Knowledge of H&S - minimum IOSH managing safely
• Able to work under pressure
• PAT Testing
• Experience in improving processes
• Proven analytical skills

What you'll get in return
This is a full-time role.
37.5 hours a week
Hybrid offered after training
Salary £28-34k DOE
What you need to do now
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.

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