Office and Services Manager

3 weeks ago

Bethnal Green North, United Kingdom CV-Library Full time

Office and Services Manager
Salary: £35,000 to £37,000 salary dependent on skills and experience (inclusive of London Weighting Allowance of £3,072 a year)
Contract: Full-time, permanent contract
Working hours: Full time - 37.50 hours a week, working five days a week Monday to Friday, between 9 am and 6 pm, depending on the needs of the business.
Location: Main Site: The Green House, London E2 9DA
Other Sites: Brickyard - London N1 6HT & Durham Road Resource Centre - London N7 7DT

Ethical Property

We provide flexible workspace to a range of impact organisations. We have multiple centres across the UK, housing more than 300 tenants.

Our centres are managed to minimise energy use, waste, car travel and the use of harmful materials while offering tenants modern, affordable, and flexible space managed in a transparent and supportive way.

This role is responsible for supporting the management of a key group of three buildings in the South-East region.

The Post

The Office and Services Manager plays an important and responsible role within the South East property management team for our three centres ensuring they are well managed, efficient and attractive places to work. The role reports to the Centre Manager and is based at our flagship building The Green House but will also require the post holder to travel between two other London sites.

The following is an outline of the tasks expected of this role, but is not a definitive list:

Coordination and administration

* Acting as the first point of contact for tenant queries, helping to establish and maintain excellent communication with tenant organisations. This includes being the first point of contact for all tenant service-related queries, communicating these effectively to the Property Management team and dealing directly with all queries relating to tenant services.
* Co-ordinate enquiries to the Southeast email inbox.
* Ensure that the Code of Practice 2 (COPs) for each centre is kept up to date.
* You will ensure contact information is kept up to date for each organisation in the cluster, including tenant representatives, first aid and fire marshals, etc.
* Maintain signage in the three buildings.
* Assisting with finance procedures, including petty cash.
* Assisting the Centre Manager with the office pre-move for organisations moving into the building
* Responsibility for the procurement of 'good value soft' services and supplies for the cluster

Tenant Liaison and Synergy
* You will be responsible for coordinating the administration of the tenant Centre Management Group meetings.
* Coordinate and circulate information to tenants in the cluster concerning synergy, training & events.
* Work with tenants and the Centre Manager in the cluster to facilitate effective synergy programs.

Staff Management

* You will be responsible for the line management of the cleaners in the South East cluster, including managing annual leave and sickness cover, disciplinary/appraisals, training and recruitment.
* Keep cleaner's schedules up to date according to the business needs.
* You will also be responsible for the management of any cleaning contracts we have with third parties.

Environmental Reporting

* You will be responsible for monitoring and assisting the development of social and environmental performance of the centres in respect to energy use, recycling, accessibility, tenant satisfaction, etc.
* You will ensure that correct meter readings are taken in each centre once a month and are updated on the central system.

Other responsibilities include;

* Working to improve the company's social and environmental objectives.
* Covering for other members of the local team when they are in training, on holiday, ill etc.
* Other duties as reasonably required by the Centre Manager/ Regional Manager.

Person Specification

This is a busy, demanding, and responsible role that requires an individual with both customer service and practical skills. You need to be a good communicator, proactive and organised and show initiative when faced with difficult situations. The person we are looking for will need:

* Customer care skills with a commitment to provide a good service to our tenants and building users.
* Good IT skills, particularly Microsoft Office software.
* Previous experience in a similar post.
* Organisational skills and the ability to prioritise your work, multi-task and remain flexible.
* The ability to act quickly and effectively using their own initiative.
* To be a team player and a good communicator.
* To always maintain a professional standard of presentation and communication.
* The ability to motivate and support staff whilst delivering your own workload.
* Health and Safety awareness and knowledge.
* Have some knowledge and interest in social and environmental issues, particularly recycling.

Contractual Details

This is a full-time, permanent role with a three-month probationary period. The post is full-time based on a 37.50 hour week, working five days a week Monday to Friday, between 9 am and 6 pm, with some occasional evening/weekend work. The gross salary is £35,00 to £37,000 a year (inclusive of London Weighting Allowance of £3,072 a year).

The role benefits include 25 days holiday entitlement pro-rata as well as statutory bank holidays. We offer a company contribution up to 7% to a pension dependent on scheme choice, a free company bicycle scheme with bicycle maintenance costs, interest-free personal loans, as well as other benefits.

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