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Office & Facilities Supervisor

2 weeks ago

Amersham, United Kingdom Barnett Waddingham Full time

Overview: With over 1400 people across 9 offices, we are proud to be a leading independent UK consultancy at the forefront of risk, pensions, investment and insurance. Each individual delivers on our shared values and our commitment to ensuring the highest levels of trust, integrity and quality. We aim to continue our growth by recruiting talented and committed individuals that have the desire to learn and develop. We strive to employ staff who share our values and can bring special skills - enhancing the service that we provide to our clients.

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We are seeking an Office & Facilities Supervisor to support the Regional Office Manager (ROM) to ensure the smooth running of the day to day central operational activities within their designated office and to line manage a small front of house Secretarial/Reception team.*

The Office and Facilities Supervisor will be the first point of contact for all day to day office management, facilities and secretarial support enquiries, working closely with their Regional Office Manager to ensure the office runs smoothly and efficiently within a safe and harmonious environment. In addition to their designated office, the role also supports the firm wide office, facilities and secretarial and ops service delivery, through the office and facilities and secretarial supervisor network. Working in partnership with this extended network, contributes to operational projects that are identified that will enhance the efficiency of the business core support services and activities.

This is a full-time, permanent position and will be worked under our WorkSmart framework where you will share your time between the office and home. This role will ideally be located at our Amersham office with hybrid home-working, however we may also consider other locations such as London or Guildford if you are willing to travel to Amersham occasionally.

Responsibilities: Reporting to the Regional Office Manager (ROM), duties and responsibilities will include but are not limited to:
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To manage the day-to-day property matters within their designated office - including coordinating internal office moves and space requirements, provision and maintenance of hard and soft services, ensuring compliance with lease requirements regarding maintenance and upkeep, liaison with the ROM.
- To assist in the day to day property maintenance planning - including the daily/weekly/monthly monitoring of health, safety and security processes, internal office space, provision of hard and soft services, and as appropriate, manage local contractors providing standalone services IE landscaping services.
- To ensure the delivery of the induction process at local office level
- To manage and promote health, safety and security standards within the designated office
- To act as key player within the Business Continuity Plan; liaising with the ROM, who holds secondary responsibility in Operations on the Emergency Management Team
- To manage local suppliers ensuring contracts are reviewed and maintained to meet the business needs and are working efficiently and in line with our supplier process regarding data security where appropriate.
- To supervise and monitor the operational spend within the office, working closely with ROM to ensure the purchase reconciliation process works efficiently and in a timely manner.
- To provide their ROM with monthly status report of office and facilities operations, in their designated office. In addition, to provide any proposals for improvements or remedial works required for ROM approval.
- To work with the ROM in the preparation of the quarterly update reports to Management Board and Partners on office and secretarial support activity/corporate social investment/Health, Safety & Security.
- To support the ROM in the implementation of strategies and policies to meet the aims of the business.
- To support the CSI management team to implement CSI policy and process across the region, including the management of the agreed local budget.
Staff Supervision

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Line management of small Front of House Reception team, to be the first point of contact for enquiries; coordinating the team’s workflow, as appropriate, and re-directing any escalated issues to HR or ROM as appropriate.
- With Support from ROM, to recruit, retain, motivate and develop the local office Reception/facilities resource to ensure a high level of excellence is provided to support the practice areas and support services’ colleagues.
- To work with the ROM to ensure the smooth running of the central services provision, such as secretarial Tick-IT service requests, document management, and mail room.
- To deputise (In person/Remotely) for peer supervisors in other office locations at times of absence.
Qualifications:

- Experience working in an office management or facilities role
- Proactive and reactive in approach
- Strong knowledge of hard and soft facilities
- Confident in ability to make valued judgements and act accordingly