Senior Office and Facilities Manager

Boku; London; On-site; GBP 40,000 - 80,000; Full time

Job summary

An established industry player is seeking a dynamic Office and Facilities Manager to lead a dedicated team in ensuring a safe and productive workplace. This role involves overseeing office management, budget management, and compliance with health and safety standards. The ideal candidate will have substantial experience in facilities management, exceptional leadership skills, and a keen eye for detail. Join a diverse and innovative company that values collaboration and strives to create an environment where everyone can thrive. If you are passionate about enhancing workplace experiences and driving positive change, this opportunity is perfect for you.

Qualifications

• Extensive experience in Office and Facilities Management is essential.
• Strong leadership and team management skills are required.

Responsibilities

• Lead the Office Management and Facilities team, ensuring excellent service.
• Manage the facilities budget and ensure compliance with Health & Safety regulations.

Skills

Office Management

Facilities Management

Leadership

Communication

Problem Solving

Health & Safety Knowledge

Project Management

Budget Management

Education

IOSH or NEBOSH certificate

Relevant office/business management degree

Tools

MS Office

Event Management Software

Job description

Boku Inc. (BOKU.L) is the leading global provider of local mobile-first payments solutions. Global brands including Amazon, DAZN, Meta, Google, Microsoft, Netflix, Sony, Spotify, and Tencent rely on Boku to reach millions of new paying consumers who do not use credit cards with our purpose-built payment network of more than 300 local payment methods across 70+ countries. Every year, Boku processes over $10 billion in value for our customers. Incorporated in 2008, Boku is headquartered in London and San Francisco and has employees in over 39 countries around the world, including Brazil, China, Estonia, Germany, Ireland, Japan, Singapore, and the UAE. Boku is a truly global company that takes pride in its diversity and thriving equal opportunity workplace.

To ensure that our office management and facilities across the globe enables everyone at Boku to do their best. The environment, health and safety, facilities and security are the focus of this role.

Key Responsibilities

Team and London Office

• Lead the Office management and Facilities team (4 Office Managers) providing line management support, guidance and regular constructive feedback to ensure the teams continued development within their role.

• Ensure the team is always responsive to the changing needs and priorities of the business

• Ensure the team always provide an excellent service, working in a collaborative, effective and efficient way

• Lead and inspire your team, ensuring their goals are aligned with the overall company goal

• Assign and ensure the completion of tasks to a high standard

• Ensure all invoices for third parties and contractors which are submitted by the team are paid on time

• Ensure all First Aid training for Office Managers is completed and renewed without lapse and regularly communicated across the business

• Ensure all Fire Marshall training for Office Managers is completed and renewed without lapse and regularly communicated across the business.

• Carry out regular meeting room checks to ensure all equipment is working

• Organise the London Weekly lunches

• Facilitate hotel bookings and expenses for Board Members, co-ordinating with the Executive Assistant

Property

• Responsible for the smooth and safe running of our main offices around the globe, providing a happy and healthy workplace

• Own the administration and facilities budget, ensuring commercial thinking in all that you do. Proactively report any potential budget variances and significant costs to the Head of HR

• Manage the budget optimally, ensuring the company is getting value for money at all times while also adhering to all our food welfare and standards policy

• Take the lead on environmental issues, ensuring our impact on our surroundings is minimal,ensuring the environment at all Boku offices around the globe provide an innovative, productive and healthy workplace so that everyone can achieve their best

• Responsible for the office-related wellbeing of all staff and visitors to the Sites, ensuring any issues or hazards are dealt with as quickly as possible in the safest way

• Liaise with the landlord managing agent on any issues affecting the officer and our staff, ensuring any disruption is managed and communicated out

• Responsible for any relocation activities and effective project management of these

Facilities

• Act as a commercial partner by managing contracts and all office procurement (inclusive of office supplies, consumables, catering and team lunches)

• Ensure the office is secure and that our teams are safe, whilst managing any out of hours entry as part of the management of the company security policy

• Support requests from all teams, which in nature can be varied and with quick turnaround

• Ensure that the company is compliant with Health & Safety legislation working with external partners, updating and implementing processes to maximise safety in the office

• Ensure the company has an up-to-date Health & Safety policy and a Disaster Recovery Plan, at all times

• Responsible for the procurement of hard services (related to the physical part of the building) and soft services (services directly used by the building and people within), implementing contracts within the office to ensure a safe, secure and smooth running office

• Work closely with the IT department to ensure clarity of responsibility and efficient provision of services

• Send clear, helpful and informative communications to all team members on any day- to-day issues and/or updated impacting the offices that they should be aware of

• Oversee external contractors and property maintenance, ensure any way work completed by contractors is to the standard expected at Boku

• Ensure that all communication with all staff around day-to-day issues is clear and helpful

HR

• Supporting the HR Team as requested, with employee and contractor onboarding, administration, events and travel arrangements

• Ensure that all onboarding covers health, safety and office management procedures (room/desk bookings; lunches etc)

• Manage the DEI assessments to ensure that all accommodations are assessed and managed accordingly

• Completion of risk assessments (pregnancy, disability, health etc) Events

  Work with the HR Team on all events, providing resources when needed and ensuring our offices are always ready and looking their best for guests

Events

• Work with the HR Team on all events, providing resources when needed and ensuring our offices are always ready and looking their best for guests.

Key Skills and Competencies

• Substantial experience in Office and Facilities Management

• Excellent communication and collaboration skills

• Proven leadership and management skills of a team

• Attention to detail and problem solving skills

• Proficient in MS Office (MS excel and MS Outlook)

• A sound understanding of Health & Safety legislation and policy

• Experience of event and project management

• The ability to set and keep to budgets

• The capacity to deal with a fast-moving environment

• Experience of working across international geographies

• Experience of implementing change for improved service/experience or commercial effectiveness

Qualifications

• IOSH or NEBOSH certificate

• Relevant office/business management degree or demonstrable equivalent experience