Office Services Manager
Job Market - Facilities Management
Office Services Manager - About the role
Responsible for delivering high quality office services and facilities efficiently and cost effectively, within agreed timeframes. To provide excellent customer service and a professional environment for staff, third parties and visitors at all times. Overall responsibility for office management, reception, catering and health & safety, for all global office locations.
Office Services Manager - Key duties
Responsible for all aspects of lease, accommodation and building management, ensuring statutory compliance and regular liaison with estate managers. Including the lease and management services for corporate apartments.
Maintain the Office Services Plan, procedures and deliver the agreed objectives.
To ensure Environmental, Social and Governance (ESG) strategy is supported, implement sustainable practices across the Catering and Facility sectors for all global office environments.
Manage the building services contract including maintenance of mechanical and electrical services, repairs and keep records.
Manage building services including sanitary ware, vending machines, cleaning contracts, security systems, door access control and alarms, in-house maintenance, and internal decoration.
Manage all soft services including the telephone switchboard, reception, post room services, , storage and archiving, waste management and recycling.
Ensure a safe and secure working environment, manage all aspects of health and safety in compliance with the Health and Safety at Work Act 1974. Including the development and maintenance of Health & Safety and Physical Security Policies and Procedures.
Lead Facilities' Business Continuity management / Operational Resilience for all office locations. Liaise with the Operational Resilience Manager to ensure the pre-event activities plan is monitored, delivered and documentation kept up to date.
Be the point of contact for fire alarm activation, or premises intrusion; attending the office out of hours, if required.
Perform desk space audits and optimise space utilisation. Plan and project manage desk moves, reorganisation, redecoration. Office repairs and relocations. Liaise with staff to minimise operational disruption and inconvenience.
Monitor and maintain Key Risk Indicators in accordance with the Risk Register.
Liaise with Operations Management / Sourcing, for all service contracts, ensuring governance arrangements are completed and approved by appropriate parties.
Manage the procurement, stock and storage for office supplies, stationery, furniture, and office equipment (other than IT equipment) and liaise with suppliers.
Responsible for the annual Office Services and Catering budgets, monitor quarterly and maintain spend within the budget.
Authorisation of Office Services and Catering invoices, resolve queries relating to the invoices.
Oversight of the catering and reception services outsourced providers. Monitor the outsourced providers' adherence to contractual terms, SLAs and delivery of a high standard of service to the business.
Management of the catering function, including compliance with The Food Safety Act 1990. Maintenance of catering procedures.
Lead and manage the staff delivering facilities services, catering, reception, and postal services. The primary aim is to provide a quality service and a good working environment.
Business continuity / Operational Resilience - Gold Team lead for Facilities.
Office Services Manager - Key requirements
Experience in Office administration at management level.
Relevant experience in Health and Safety.
Project management skills.
Budget management experience.
Intermediate level in Microsoft Office products.
Minimum of NCFE IOSH Level 3 Certificate and BIFM / IWFM Level 3 Diploma.
Ideally higher education in Facilities Management, i.e. BIFM / IWFM Level 4 Diploma