Multi-site Facilities Coordinator

5 days ago

High Wycombe, Buckinghamshire, United Kingdom Ebury Full time

About Ebury

Ebury is a hyper-growth FinTech firm, named in as one of the top 15 European Fintechs to work for by AltFi. We offer a range of products including FX risk management, trade finance, currency accounts, international payments and API integration.

Job Title: Office Manager

Location: High Wycombe

Job Type: Full-time

We are seeking an experienced and proactive Office Manager to join our team in High Wycombe. As the first point of contact for our office, you will be responsible for ensuring that our office runs smoothly and efficiently. This is a varied and interesting position that requires someone with a flexible, proactive and supportive approach.

About the Role

You will be responsible for:

  • Offices, Assets and Facilities management: Lead employee experience & deliver a first-class workplace experience for our employees, both office- and home-based workers if any in the future, and for guests of our offices. Responsible for the effective running of facilities contract services including; building maintenance, purchasing, post room, security, cleaning, waste management, stationery, plants, coffee machine, pest control, environmental and building consultancy services. Responsible for the planned and ad hoc/reactive maintenance and upkeep of the premises and equipment including the required safety checks, liaising with contractors as required. General office management duties including meeting room management and conference call facilitation, hot desk administration, supplies and stock management of office supplies, business card administration, company merchandise, monthly office social events, courier bookings etc. Ensure operational and services standardisation is aligned with the global facilities manager and with local Ebury representatives in the Country. Real Estate responsibility and landlord relationship management. Assist with the inventory record keeping and basic maintenance (in collaboration with central IT) of all computer assets. Ongoing monitoring and control of the pool, leased, rented or owned by the Company Cars. Space and planning management, lead Moves and project coordination. Negotiate with suppliers and budget management. Led services bid process. Accountable for assigned events to be held in the Offices as an Offsite or Bootcamp, Summer and Christmas Dinner. Led the primary inbound communication channels and correspondence including phone calls, mailboxes and physical packages delivered to the office. Conduct satisfaction surveys and create action plans/site improvement plans.
  • Health & Safety: Lead the duty of care, and health and safety programs with comprehensive policies and practices for the offices- and home-based workers. Responsible for delivering full H&S compliance according to local regulations. Organise all relevant Health & Safety staff training as necessary. IOSH certification.
  • Executive Assistant: Manage travel bookings and expenses for the Head of Mass Payments, using our global travel & expenses platform, Navan. Take responsibility for the planning of both company and employee events in the local office. Handle sensitive information with the utmost confidentiality and discretion. Manage and track executives' expenses, ensuring accurate reporting and reconciliation. Act as the primary point of contact for internal and external communications on behalf of executives, ensuring timely responses. Provide comprehensive administrative assistance to executives, including calendar management, travel coordination, and meeting scheduling.

Requirements

To be successful in this role, you will need:

  • Demonstrable experience: In multi-site/office administration in a corporate environment including meeting services, events and purchasing, company cars management and other office equipment in a mid-size organisation.
  • Facilities health and safety experience: IOSH certification is not required but desired.
  • Excellent interpersonal skills: Proven ability to work collaboratively. Able to find pragmatic solutions and adapt to changing situations.
  • Strong oral and written English skills:
  • Excellent organisational and time management skills:
  • Friendly individual: Able to take initiative.
  • Good at multitasking: With the ability to remain calm and focused under pressure.
  • Able to work in a fast-paced environment: And meet deadlines when needed.
  • Analytical skills:
  • Bachelor in Business Administration: Tourism and Hospitality management is a plus.

What We Offer

We offer a competitive salary and benefits package, as well as the opportunity to work with a dynamic and growing company. If you are a motivated and experienced Office Manager looking for a new challenge, please apply today

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