Office Support Services Executive

4 days ago

PortsladeBySea, United Kingdom The Shore Group Full time

The Shore Group are hiring for the position of Office Support Services . The Office and fleet support role is a hybrid role, overseeing the comprehensive high-level day to day facilities management of the Shore Group offices and management of the company fleet. In addition, there will be some oversight of IT requirements and support. The role requires management of service contract providers, system providers , office furniture requirements , fleet admin and experience in IT support will be an advantage .


You should have very good accuracy and organisational skills , the ability to manage processes in a confidential manner and you need to have a full UK driving licence.


** Please note applicants MUST have a full UK driving license if applying**


DUTIES AND KEY RESPONSIBILTIES:


Office & IT Support


  • Maintaining all documentation and oversight of fixed office products to ensure maintained in accordance with required standards.
  • Office layout planning with teams, and management including computers, furniture, fittings, including management of office sets ups and moves when required
  • Office management, to include soft FM services and service agreements including security and alarm systems.
  • Manage DSE assessment process & equipment requirements where needed.
  • Manage office supplies and catering arrangements for all offices including managing supplier contracts and cost management.
  • Complete minor handyman work when needed i.e. small works.
  • Procure quotes and project manage any improvement works made to offices.
  • Ensure all furniture is kept in reasonable condition.
  • Assist with company credit card management.
  • Management of the print fleet including renewals and supplier management, as well as ordering any ad-hoc machines when required.
  • Maintain an asset list of devices across the group.
  • Reviewing relevant invoices to ensure within budget & carry our supplier checks.
  • Ensure continuous inventory to meet the needs of the business across group.
  • Required systems assistance including Trainline and other 3rd party systems.
  • New hire onboarding and leavers offboarding system access.
  • Administration of Office 365 for Ad-hoc requests.


Fleet Management


  • Maintain fleet budget and ensuring best value is maintained with a focus on cost efficiencies.
  • Ensuring the fleet is operating in accordance with legislation and regulations.
  • Manage supplier relations & service providers.
  • Manage interface with insurance providers, ensuring claims are managed effectively and losses minimised.
  • Manage vehicle maintenance and service schedules, minimising downtimes. (Driver’s licence needed).
  • Where necessary collect vehicles from drivers houses and take to service providers.
  • Keeping accurate records of vehicle contracts including but not limited to contracted mileage, funder & PD11.
  • Assist finance department with vehicle info to accurately assign BIK tax to staff.
  • Management of company fuel cards.
  • ESG reporting adhered to as per guidelines.
  • Onboarding drivers and cars to the insurance.

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