Overview
We are looking to appoint an Office and Facilities Manager - FTC to support our employees and office facilities. This Office Manager will help create the optimal working environment for all of our teams and employees. The focus will be on efficiency and hospitality to ensure that that the right facilities are available at the right time for all of the people using the office space.
Main Duties and Responsibilities
- The Office Manager will help maintain Chambers and Partners' office standards and disciplines
- Address any office concerns with appropriate stakeholders
- Liaise with office facilities management company, cleaners etc. to ensure standards are maintained
- Effective relationship management with the service team and building owner
- Efficient employee and guest welcoming procedures, in conjunction with the ground floor reception team
- Orientation of new joiners; point of contact during onboarding.
- Daily kitchen, meeting room and office set up
- The Office Manager will work with the Tech team to ensure IT/AV run efficiently
- Ensure business continuity with facilities such as printers, coffee machine etc.
- Manage office supplies, ordering and replenishment. This will include food and beverage when required
- Hospitality for ELT member meetings if required and particularly when external guests are invited
- Completion of People team expenses on Webexpenses
- Create the right ambiance (plants, artwork), and check brand/employee info is available for rolling screens etc.
- Liaise with the People and DEI teams to facilitate employee wellbeing while in the office
- Office Health and Safety - not limited to fire safety management, arrange training for first aiders and fire marshals, ensure office risk assessments are up to date, first aid kits stocked, office ergonomic support and working with DSE assessment providers to ensure we are compliant
- Fire procedures in place and employees informed
- Signage displayed where appropriate to comply with legal requirements i.e. public and employee liability etc.
- Manage incoming post distribution
- Evaluate and report on office usage. Manage the booking system to ensure efficiency and that office capacity is managed within legal limits
- Support Chief People Officer with project planning and delivery of new regional hub location
- Work with the People and DEI teams on employee events and general office activities.
- Work with the Finance team and ESG Committee to ensure Chambers adheres to ESG reporting and audit requirements
Skills and Experience
- 2+ years proven office management experience
- Knowledge of office management responsibilities, systems, and procedures
- Proficient in Microsoft Office
- Knowledge of accounting, data, and administrative management practices and procedures
Person Specification
- The Office Manager must have excellent attention to detail and problem solving skills
- Excellent written and verbal communication skills
- Strong organisational and planning skills
- Excellent time management skills and ability to multitask and prioritise work
Benefits
- Healthcare Plan
- Pension Scheme
- EAP
- 25 days annual leave, in addition to bank holidays
- Office Closure Between Christmas and New Year, so there is no need to book time off for 27th - 31st December.
- Enjoy your Birthday off with our Birthday Leave Policy
- Flexible Working
- Cycle to work scheme
- Gym membership discount
- Employee Recognition scheme and yearly salary review
Equal Opportunity Statement
We are committed to fostering and promoting an inclusive professional environment for all of our employees, and we are proud to be an equal opportunity employer. Diversity and inclusion are integral values of Chambers and Partners and are key in our culture. We are committed to providing equal employment opportunities for all qualified individuals regardless of age, disability, race, sex, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity. This commitment applies across all of our employment policies and practices, from recruiting and hiring to training and career development. We support our employees through our internal INSPIRE committee with Executive Sponsors, Chairs and Ambassadors throughout the business promoting knowledge and effecting change. As a Disability Confident employer, we will ensure that a fair number of disabled applicants that meet the minimum criteria for this position will be offered an interview.