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We are currently looking for an Office Supervisor to lead our Facilities team in Cardiff. The successful candidate will be responsible for the smooth running of the office, overseeing a team of two and ensuring health and safety standards are maintained. Due to the nature of the role, it is office based (Monday-Friday, 9-5).
Key Responsibilities:
- Managing Facilities staff to ensure smooth running of the Reception service and the Client Suite
- Ensuring adequate staffing levels are maintained, and that work is prioritised and carried out to required deadlines
- Co-ordinating day to day maintenance requests from staff, and ensure the planned maintenance for the equipment and the building is maintained to the required standard
- Ensuring stationery and print stocks are always available as required and maintained at a minimum level
- Managing internal and where necessary external printing / photocopying tasks, prioritising deadlines and that the tasks are being performed to a high standard
- Manage the archiving and outside storage procedures to ensure the facility is maintained to the required standards including retrieval times
- Carrying out performance management and appraisals for the Front of House and Facilities staff, as and when required
- Assisting the Head of Premises and Facilities Management with the progressing of projects
- Liaise with the Head of Premises and Facilities Management to assist with any resource problems covering all areas
- Manage the administration and facilities budgets. Processing invoices in relation to contracts and suppliers ensuring these are reconciled, authorised and coded as necessary
- Collation of Facilities invoices on a firmwide level
Health and Safety Responsibilities:
- Managing Health and Safety on a day-to-day basis; implementation of health and safety procedures, precautions, controls and audits.
- Undertaking risk assessments within the office
- Ensuring good standards of housekeeping
- Ensuring COSHH data sheet information is kept up to date, as appropriate
- Providing suitable personal protective equipment
- Ensuring statutory inspections are carried out (eg lifting equipment)
- Arranging for planned maintenance of work equipment with records kept
- Monitoring approved contractors to ensure that they operate in accordance with any legal requirements and the Firm's policy
- Ensuring fire safety equipment is maintained as required by the fire risk assessment
- Ensuring that fire wardens and first aiders are appointed, trained and aware of their duties
- Carrying out accident investigations and notifying of accidents, if necessary
- Ensuring that the first aid boxes are full
- Organising evacuation drills and recording the Firm's performance
Skills / Experience Required
The selected candidate will have at least two years experience within an office management / supervisory role, ideally gained within a professional services business. Other skills should include:
- Strong communication and stakeholder management skills
- Professional manner
- Highly motivated confident taking responsibility, and effective at delegating to others
- Excellent interpersonal skills
- Attention to detail and analytical skills
- IOSH qualification is desirable
