Office/facilities Manager
3 weeks ago
We are working with a a large and exciting architecture studio to hire an experienced Office Manager to join their team. The studio are looking for a self-driven, highly efficient Office Manager to coordinate and manage all office and building duties. Youwill be responsible for the day-to-day upkeep, smooth running and maintenance of the office.
As Office Manager you will be independently managing your own work as well as line-managing the admin team. This requires you to own the role and be responsible for all office management functions including the front of house.
This role requires a proactive and flexible approach to responsibilities and obsessive organisational abilities. Strong interpersonal and excellent communication skills with experience of office and facilities management and health and safety to ensure a safeand efficiently run business environment.
**Key Responsibilities**:
- Building maintenance management, including organising contracts, making sure checks and maintenance visits are completed on time
- Being first point of contact for any problems with the building
- Health & safety management, including carrying out weekly fire alarm tests, fire drills, organising training, etc.
- Calendar management of five board directors
- Responsibility for booking events, conferences, flight & train tickets, hotels, etc for the board and other directors
- Working closely with marketing team on event management throughout the year, booking tickets, inviting clients on behalf of directors
- Working closely with HR team, sending invites for interviews, carrying out induction
- Management of admin team consisting of 4 people, including tracking KPIs, ensuring all shifts are covered, having full responsibility for admin team performance
- Working closely with finance team on budget management, authorising invoices, negotiating prices when placing orders
- Facilities management
- Sundries management
- Management of office cleaners, security services, and any other building maintenance services
- Key point of contact for all office related queries
- Management of post and deliveries
- PPE ordering/distribution
- Assist with organisation and planning of office events
- Efficient running of the front of house when needed, including:
- Call management
- Meeting room management
- Visitor management
- Meeting refreshment services
- Key contact and liaison for all neighbourly matters
**Personal Attributes:**
- Strong organisational skills
- Able to provide solutions
- Flexible and adaptable
- Strong interpersonal and communication skills
- Self-starter
- Ability to think creatively and critically about how to regularly improve processes and operations
- Proactive & able to coordinate multiple projects
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