Facilities Office Manager

Location: Leicester City
Salary: Up to £32,000 per annum
Working Hours: 9-5, Monday to Friday
Fully Office-Based

Are you an experienced and proactive Office Manager looking for a rewarding opportunity within a leading and award-winning organisation? Do you excel at ensuring the smooth and efficient operation of a busy office environment while fostering a positive and compliant workplace? If so, we have an exciting permanent role for you!

About Your New Role:

As our Office Manager, you will be pivotal in maintaining the efficient functioning of our office through comprehensive management of health & safety, administrative, financial, and team-related tasks. Your role will be to ensure the seamless day-to-day running of the office, taking ownership of all the above areas of responsibility. This will involve effectively managing and scheduling a team to meet the fluctuating demands throughout the day.

Key Responsibilities:

• Take responsibility for overseeing Health and Safety across the site.
• Work collaboratively with the Health & Safety Manager to ensure the site is managed and compliant with all relevant regulations.
• Conduct thorough risk assessments.
• Attend quarterly Health and Safety meetings (some travel may be required)
• Work closely with the Head of Facilities to create comprehensive budgets for all areas of your responsibility (with sign-off authority residing with the Head of Facilities).
• Provide first-line approval for all expenditures, with second-line approval from the Head of Facilities.
• Ensure adherence to all statutory compliance requirements within your scope of responsibility.
• Collaborate with the Head of Facilities and relevant stakeholders (ROH) to develop and agree on service provision and levels across all areas of responsibility.
• Work with the Head of Facilities to develop, implement, and maintain well-documented processes to consistently deliver the agreed service levels.
• Serve as the main point of contact and issue manager for all concerns raised by the sites within your remit, escalating to the Head of Facilities as necessary.
• Meet monthly with the Head of Facilities to discuss progress, agree on agendas, and review reports.
• Produce comprehensive monthly reports for the Head of Facilities, contributing to Board-level reporting.
• Manage the day-to-day administration and management of contracts and suppliers, liaising with the Contracts Manager as required.
• Ensure all requests for additional purchases outside agreed contracts are approved by the Head of Facilities prior to ordering.
• Manage day-to-day issues with property management agents, ensuring the Head of Facilities (who holds overall responsibility for all properties) is kept fully informed.
• Work closely with site stakeholders (ROH) to deliver agreed service levels and support the day-to-day running of the site, including housekeeping and health and safety management.
• Create and maintain a positive and efficient office environment aligned with our company vision and values.
• Optimise the use of space within each office location.
• Manage the provision and maintenance of security across the site.
• Contribute to disaster recovery planning.
• Support the Procurement function with goods receiving and property maintenance-related issues, acting as the first point of contact.
• Liaise with the Head of Facilities to determine the appropriate resolution route for various issues.
• Undertake other duties and responsibilities that fall within the wider remit of the role as required.

About You:

• Proven experience in the development, management, and operation of administrative systems and ICT packages, including strong proficiency in Microsoft Office software.
• Demonstrable management or Health & Safety experience.
• Excellent organisational and time management skills with the ability to prioritise effectively.
• Strong ability to lead and effectively manage other staff.
• Confident and articulate with excellent spoken communication skills.
• Sound knowledge and understanding of managing people and fostering a positive team environment.
• Ability to work effectively under pressure and meet conflicting demands within deadlines.
• Strong ability to communicate clearly and professionally at all levels of the organisation.
• A flexible and positive approach to change and new challenges.
• A collaborative and willing team player.
• Professional and customer service-oriented approach.
• Ability to maintain a high level of confidentiality and discretion at all times.
• Polite, professional, and enthusiastic manner.

Benefits package includes:

• Competitive annual leave entitlement plus bank holidays (prorated for part-time).
• Healthcare cover/ Medicare.
• Generous pension plan.
• Life Insurance (4 x salary).
• Interest-free travel loan scheme.
• Employee Assistance Programme (counselling, legal, and consumer advice).
• Discounted gym membership and dental scheme.
• Cycle to work scheme.
• A wide range of offers and discounts.
• Excellent reward and recognition schemes.

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.

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