This role requires an organised Facilities Co-ordinator who can handle administrative duties efficiently, while providing support to a dynamic team in the not-for-profit sector. The ideal candidate will possess a positive attitude, excellent interpersonal skills and a strong commitment to teamwork.
Client Details
Specific responsibilities include the management of Reception, meeting rooms, general housekeeping standards, facilities management oversight and workplace health & safety/business continuity coordination. Ensuring the highest level of customer service is maintained both for internal and external customers.
Non for profit charity
Description
- Management of external contractors and suppliers to ensure that the building is maintained according to relevant site planner and standards;
- Ensure that daily site inspections are completed to ensure that general housekeeping standards remain high, highlighting any issues with the relevant contractors, Regional Facilities Manager or senior managers on site.
- Manage the front of house operation, ensuring cover for switchboard and reception at all times;
- Induct, train and support staff and volunteers in the use of telephone, data and reception systems, ensuring sufficient information and access to records so that calls can be dealt with or re-directed appropriately; ensure deliveries are handled and processed efficiently by relevant teams.
- Undertake My Contribution meetings and set objectives for the reception staff. Manage absence and ensure that this is logged on MYHR with follow up actions where required.
- At Central Office this will include overseeing the management and coordination of the central Property Services helpdesk. Liaising with Regional Facilities Managers, Assistant Facilities Managers to maintain accurate information within the helpdesk system;
- At Central Office this will include raising associated PO's for reactive and proactive works, liaising with budget holders as needed. Liaison with outsourced suppliers as appropriate and flagging issues to Regional Facilities Manager when escalation required.
- Oversee a robust and user-friendly visitor management process. Ensure security procedures are followed by maintaining accurate visitor records and by ensuring agreed Health & Safety procedures are adhered to at all times;
- Regularly review processes and procedures to ensure systems are as efficient as possible, considering paperless/ contactless alternatives.
- Manage the centralised access control system liaising with other FM colleagues and OSMs to ensure that appropriate access control cards are available for the site, starters and leavers are managed effectively across all networked sites, and reporting SLA adhered to.
- Investigate faults within the security system, reporting to the FM Helpdesk when external contractors are needed.
- Contribute to induction for site staff on Health & Safety procedures.
- Ensure all necessary plans are in place to deal with fire alarms, and co-ordinate evacuation drills.
- Ensure provision of adequate first aiders and display updated lists according to agreed procedures.
- Carry out regular site walk throughs to ensure agreed standards are being met, record and action any non-compliance.
- Report any repairs/ issues to FM helpdesk and authorised contractors and be the on-site contact for contractors.
- Undertake Planned Preventative Maintenance tasks and checks as required e.g. temperature checks, fire safety checks and tests
Profile
A successful Office Manager should have:
- Excellent administrative and organisational skills
- Ability to manage multiple tasks and deadlines
- Good knowledge of office management systems and procedures
- Strong communication and interpersonal skills
- Proficiency in Microsoft Office Suite
Job Offer
- A competitive temp rate of around £16.50 per hour
- The opportunity to work in a positive and supportive environment
- The chance to contribute to a noble cause in the not-for-profit sector
- Extensive training and development opportunities
- Standard holiday leave
We encourage all interested candidates who meet the above criteria to apply for this exciting role as an Office Manager in Reading.