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Office & Facilities Manager

Permanent  for Law Business Research in West London

Office & Facilities Manager 

Job Summary:

This is a key front line support role for a legal publishing company. The office is a standalone purpose built building with Law Business Research occupying 4 floors, 9100 square feet. There is also an underground car park.


External Relationships/Point of Contact:

Point of contact for all vendors, contractors and maintenance staffPoint of contact for negotiating cost effective rates from suppliers, with sign off from the Finance Director / Director Of technology (CAPEX)Responsible for all building maintenance-related issuesManages facilities contract suppliers

IT Services Management (Computers and Phones)

Along with the Director of TechnologyCo-ordinate and oversee project work for the outsourced IT & Telephony Support CompaniesDevelop and maintain existing relationships with outsourced IT & Telephony Support CompaniesProcure any required IT & telephony systems or software ensuring that these are received according to specification, stored securely and that implementation has been scheduled and communicatedInduction of new starters for access to IT systems awareness of IT policiesEnsure that required computer systems, email and active directory accounts are set up correctly for all new starters and existing staffSet up new mobile and or desk phones for new startersRevoke access for leavers and reclaim any company assetsPerform any required moves & changes as scheduled working out of hours if necessaryMonitor all logged support tickets to ensure resolution according to defined SLAsProvide desktop support where necessary, liaising with the outsourced support companyManage and support all aspects of the telephony system for the company, liaising with the telephony support company where necessary

Management of Inventory of Desktop Computers, Laptops and Mobile Phones:

Responsible for keeping track of company laptops and mobile phones used by staff on business travel and when staff leave LBR employmentMaintain a secure store of IT & Telephony assetsResponsible for working with line managers to ensure that ongoing staff desktop, laptop and mobile phone needs are efficiently processedRequests approvals from Director Of Technology for all laptop, desktop and mobile phone purchases

Building Services Management:

Oversees building maintenance and cleaning staff to ensure that building is maintained to professional standardsResponsible for serving as point-of-contact for security staff, lift repair staff

Health & Safety:

Inducts new starters in the office health & safety policyEnsures third party contractors carrying out work on the premises are aware of their health and safety obligationsEnsures all contractors follow the correct code of practice while in the office buildingWorks with health & safety policy vendor to review policies and implement actions to address and resolve identified deficienciesResponsible for on-going health and safety risk assessments (e.g. for pregnant or disabled employees) and remedial follow-up activitiesResponsible for arranging an annual health and safety audit and follow-up actionsEnsures there are designated Fire Wardens and First Aiders on each floorPlans, organizes and oversees fire drillsConducts Display Screen Equipment (DSE) assessments; checks on the ergonomic environment (work station) for all employees; and follows up on any deficiencies related to DSE assessmentsPrepares updates and participates in a quarterly health and safety meeting with the company directors and carries out necessary actions from this meetingPrepares monthly Health & Safety report for the COO to be included in monthly Board meetings

Front Desk:

Oversees the cover for the front desk, including covering this role while the Office & Maintenance Coordinator is carrying out maintenance workEnsures the sign-in procedure works effectivelyOversees the security arrangements of the front desk

New Starter Set-Up - Other:

Sets up new phone lines for new staffSets up and arranges desk allocation for new starters, working closely with line managersOffice and Supplies Management:Oversees and manages the postal systemEstablishes and maintains helpful, collaborative and positive relationships with all staffMaintain a ‘Facilities Helpdesk / Ticketing system’ to log building / staff requests and to efficiently plan and order necessary office supplies (stationery, printer toner/ink, tea, coffee, milk, etc.)Oversees expenses and budget for office suppliesReviews monthly purchases and expenses, ensuring that department budget is metPrepares monthly reports to COO and Finance Director re: department expensesStaff Management:

Manages 3 staff:

Office & Maintenance CoordinatorOffice Cleaners (2)

This is a general description of the role, which may change due to business needs.

Individual Requirements

Require 4 – 5 years office management experience.

The following also applies:

IOSH trained – preferableAn ability to communicate in Spanish is desirableExcellent communication skills, both written and oralProactive, with the ability to manage own workload and meet deadlinesExcellent organizational skillsAn ability to work collaboratively with others

Job added on 17-10-2014