Office Manager

Salisbury Group; London; On-site; GBP 35,000 - 50,000; Full time

Job summary

A leading company in facilities management seeks an Office Manager in London to ensure operational excellence at their corporate client site. This role involves managing customer experience, overseeing multi-site operations, and maintaining high standards of service delivery. Ideal candidates will bring at least three years of relevant experience, strong organisational abilities, and a commitment to client satisfaction.

Qualifications

• Minimum 3 years experience in a Multi-Site /Service FM Delivery environment.
• Ability to communicate effectively both verbally and in writing.
• Excellent organisational and self-management skills.

Responsibilities

• Oversee day-to-day operational IFM management at the client's site.
• Manage customer interfaces, ensuring a positive experience.
• Implement and monitor compliance with Health & Safety regulations.

Skills

Communication skills

Organisational skills

Self-management

Education

GCSE in English and Maths or Equivalent

Job description

About The Role

Atlas Workplace Services has an exciting opportunity for a Office Manager to join our corporate team based in Leadenhall Street, London.

As the Office Manager you will take ownership for the day to day operational IFM management, and delivery of a range of leading facilities management services at Client’s London site, ensuring it is safe, fit for purpose, and fully operational in accordance with client and customer expectations, and also the high standards of service associated with Salisbury Workplace Services. This includes overseeing and managing customer interfaces(Customer Experience Champion, Housekeeper & Cleaners); ensuring a high profile and positive image of the Salisbury business.

As the Office Manager you work closely with the clients key stakeholders and should have ‘nothing is too much attitude’ whilst ensuring the delivery of exceptional customer service levels are achieved at all times.

The role of the Office Manager is to create and embed a best practice standard into the full workplace facilities, taking ownership for the IFM solution enabling our client to focus on their core activities.

Working closely with the Contract Manager and wider team the Office Manager will effect change and seek to increase workspace productivity and efficiencies, ensuring thorough engagement with the clients employees and key stakeholders. They will be responsible for creating memorable experiences and wow moments for the customer.

The role requires someone with a hands on approach and the ability to work under minimal direction.

Principle Duties and Responsibilities

• Work collaboratively with other members of IFM operational and compliance teams to deliver a comprehensive and cost-effective area-based IFM service.
• Support the Coordination of the work flow for all client and internal requests, to ensure effective completion of work in accordance with SLAs.
• Respond appropriately to emergencies or urgent issues such as the planning and delivery and making the necessary adaptations and policies to provide a safe (compliant) office in line with clients BCP’s.
• Stock control/replenishment.
• Programming and issuing access control passes and maintaining records.
• Support with meeting room and desk bookings via the client’s RBS.
• Set-up and clear down of meeting rooms in line with scheduled meetings.
• Liaise with landlord on building activities.
• Support and provide cover in absence of colleagues in other areas.
• Working in collaboration with the EA’s & PA’s to the executive team and support in anyway required.
• Support with any other tasks in line with the contract as requested by the Contract or Account Manager.

Performance Quality

• Maintain CAFM system including logs ensuring accurate information is obtained and entered to demonstrate progress to the client, providing an internal audit trail.
• Complete Audits both desktop based and on-site paperwork in line with agreed scheduling.
  
• To continually review and assess processes and ways of working to lead a best in practice service to the Customer.
  
• Working with the operational team identifying all key IFM activities across the customer account and propose ways in which these can be delivered by Atlas.
  
• To promote a culture of change and enhancement, always challenging the norm and identifying ways to improve service delivery and enablement of
• Shawbrook Bank to focus on their core business.
  
• Provide executive summary of site performance and activities monthly to form part of the client’s performance pack.
  
• Accountability of site budget, ensuring delivery under delegated authority or pre-approval from client.
  
• To implement and monitor success factors of trialling new ways of working.

Customer Satisfaction

• Ensure a truly customer focused culture, developing excellent relationships and effective client and team relationships through good communication, taking ownership, delivering our commitments and working together.
  
• Support in creating a culture of excellence based on continuous improvement and productivity through coloration with the on-site team and wider contract support functions to deliver expected levels of performance to continuously enhance our customer’s experience.

Managing People

• Manage Customer Experience Champion and on-site cleaning team including Housekeepers and Cleaning Supervisor.
  
• Manage, support and develop the team through coaching, mentoring and guidance.
• Put in place Development plans for the team, while continually reviewing performance to ensure a high level of service.
  
• Ensure any issues of poor performance are resolved in a timely and appropriate manner.
  
• Manage all HR related issues to include annual appraisals, performance management, recruitment and personal development.
  
• Ensure a quality company image is portrayed by site-based staff and our client’s business is respected at all times.

H&S and Compliance

• Comply with all relevant Health & Safety Rules & Regulations.
  
• Maintain on-site folders to ensure compliance for all service streams.
  
• Deliver engineers and contractor inductions before the start of any works on site.
  
• Complete Risk Assessments where activity requires.
  
• Issue site permits (SOSD) in line with RAMs where required to be issued and co-ordinate with the landlord if required.

About You

Minimum Qualifications, Certifications and Training required

• GCSE in English and Maths or Equivalent

Knowledge, Skills and Experience for this role

• Minimum of 3 years’ experience in a Multi-Site /Service FM Delivery environment.
  
• Good communication skills both verbal and written.
  
• Excellent organisational skills.
  
• Self-management skills.

About The Company

Atlas Workplace Services was built to be different to the faceless organisations in facilities management industry that often lack the human touch. Our ambition is to make buildings and facilities better for the people who work in them. Why do we do this? It’s simple. We know that buildings are better places to be when they are looked after by people who care.

We achieve this by combining our unique understanding with useful technology and an above-and-beyond attitude from our people on the ground and in our support centres. This provides a more personal approach to facilities management and building maintenance services.

We are present right across the UK at more than 1,000 sites and over 11 million square feet of premises. Our services include engineering maintenance, security, cleaning, compliance, reception, energy solutions and more.