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'Recruiting for your future success’
Our client is a well-0established, successful company based in Colchester who offer workspace to small business as business support and training. They believe in creating a high-quality, inclusive and accessible workplace and are looking for a like-minded individual to join their team as an Office Manager.
Office Manager
£30K | Mon-Fri 9am-5pm | 20 days holiday plus B/H | Office Management | Tenant Services | Facilities Management | Confident | Organised | Dynamic | Team player | Family-feel Environment
The successful candidate will be organised, calm under pressure and a real team player looking for a friendly, family-feel team.
Duties (include but are not limited to)
- Supporting the Facilities Manager in the delivery of the wider FM strategy
- Directing, coordinating, and planning essential central services such as security, maintenance, mail, archiving, cleaning, catering, waste disposal, and recycling
- Acting as a liaison point for all workspace enquiries, directing clients to the responsible department
- Managing pre-planned and reactive maintenance; organising remedial works and following them through to completion
- Meeting the agreed sales targets and service level agreements
- Ensuring that contractors are compliant with up-to-date insurance and RAMS etc
- Ensuring that work is quality assessed before processing invoices for payment
- Arranging and organising meeting and training rooms, ensuring they are ready for use by both internal and external bookers
- Producing draft contracts for tenants and virtual tenants following the organisation’s workflow and procedures
- Onboarding new tenants to our workspaces, introducing them to our self-serve systems such as Skedda, reducing reliance on the internal team
- Following the company’s Anti Money Laundering Policy to ensure that appropriate checks are undertaken for services in line with HMRC guidelines
- Acting as a liaison point for tenants to fulfil their enquiries and requests
- Reporting to the Facilities Manager on health and safety matters
- Reporting to the Facilities Manager on non-compliance of AML and HMRC guidelines.
- Working with your team to ensure that workspaces meet health and safety regulations
- Conducting weekly fire alarm testing and monthly health and safety checklists
- Produce reports upon request
- Providing monthly reconciliation reports to the accountant and bookkeeper, supporting accurate invoicing and management accounts
- Completing monthly utility checks such as reading electricity meters
- Contributing operational expertise and recommendations for strategic plans and reviews
Person Specification
- Experience working in the Property Management or FM sectors
- Excellent administrative and organisational skills
- Strong IT skills, including MS Office (particularly strong MS Excel skills) and CRM systems
- General understanding of Health and Safety at Work Act
- Able to communicate with tact and diplomacy
- Outstanding communication skills, both written and verbal
- Able to work in a manner that is consistent with the organisation’s core behaviours and competencies - integrity, ambitious, inclusive and sustainability
- Calm individual who can operate under pressure, deadlines and the demands of a busy office environment
- Team player who is proactive and lends support when needed. Willingness to suggest changes to systems and ways of working to improve efficiency
- Sees things through to resolution and sets self-deadlines for delivery
- Embraces new approaches, theories and technologies to develop innovative service solutions - looks to the future
Driving Licence required: Yes
LIGHTHOUSE PERSONNEL LTD ARE A RECRUITMENT AGENCY WORKING ON BEHALF OF A CLIENT.
PLEASE NOTE WE RECEIVE A LARGE NUMBER OF APPLICATIONS PER VACANCY AND UNFORTUNATELY CANNOT RESPOND TO ALL APPLICANTS. THEREFORE, IF YOU HAVE NOT HEARD FROM US WITHIN A MONTH FROM APPLICATION DATE, IT IS LIKELY THAT YOU HAVE BEEN UNSUCCESSFUL.
If you have been successful, we will contact you by the phone and begin taking you through our step by step recruitment process, doing our utmost to ensure the role is right for you, ascertaining your suitability in the process. This process will all be explained on initial contact.
