Weightmans
Facilities Office Manager
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Office Manager
The Office Manager is responsible for the efficient functioning of the office through a range of health & safety, administrative, financial and managerial tasks.
Responsibilities
The Office manager's role is to ensure the smooth running of the office on a daily basis and will be responsible for the delivery of all of the above areas of responsibility. This will require the management and scheduling of a team, to meet the varying loads required throughout the day.
Overseeing Health and Safety for Site
- Working closely with Head of Facilities to ensure the Health and Safety of site is managed and compliant
- Carry out risk assessments
- Attend quarterly Health and Safety meetings (travel may be required)
Budgets
- Working closely with the Head of Facilities who will have sign off authority - create budgets for all areas within responsibility
- First line approval of all spends - second line being the Head of Facilities
Statutory Compliance
- Ensure statutory compliance in all required areas within scope of responsibility
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Service Levels
- In conjunction with Head of Facilities and ROH develop and agree service provision and levels within all areas of responsibility
Process and Procedures
- In conjunction with the Head of Facilities develop, implement and maintain documented processes to deliver the agreed service levels within all areas of responsibility.
Primary Contact / Help Desk
- Main contact and issue manager for all issues raised by the sites within scope of responsibility - escalation is to Head of Facilities.
Reporting
- To meet monthly with the Head of Facilities. Date, agenda and reports to be agreed.
- To produce monthly reports for issue to the Head of Facilities. These will be used for Board reporting. Date, agenda and reports to be agreed.
Procurement
- Day to day administration & management of contracts / suppliers liaising with Contracts Manager as required
- Requests for additional purchases outside of agreed contracts to be agreed with Head of Facilities for approval prior to ordering.
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Property
- To manage day to day issues with properties management agent(s) but ensuring Head of Facilities - who has overall responsibility for all properties is kept fully informed.
Some Examples - But Not Exhaustive
- Work closely with site ROH to deliver agreed service levels and support day to day running of the site including the housekeeping and health and safety management of the office
- Create and maintain office environment in line with our vision and values.
- Optimise use of space within each office.
- Provision and maintenance of security within site.
- Role in disaster planning.
Provision Of Service To Procurement Of
- Goods receiving
- Maintenance of the Property
- First point of contact for issues
- Liaise with Head of Facilities to determine resolution route
- Other areas as required.
This list is not intended to be exhaustive and you will be expected to perform other duties and have other responsibilities that fall within the wider remit of the role.
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