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JOB DESCRIPTION
Post Title: Senior Office and Facilities Co-ordinator
Department: Administration
Hours of Work: 35 hours per week
Job Purpose:
This role is responsible for overseeing the maintenance of the organisations physical infrastructure. The role holder will ensure that all facilities are safe, functional and well maintained while also working within budgets and coordinating with vendors as required.
The role will also involve leading a team of Reception and General office staff and will require a 'hands on' approach working both in general office or on Reception, as staffing needs dictate.
Main Duties: Facilities
1. Facility Maintenance:
Oversee the maintenance and repair of buildings, equipment and systems to ensure they are in good working order. This includes responsibility for the car park ensuring its clean and tidy and safe in winter months.
Develop and implement preventative maintenance programs to minimise downtime and extend the lifespan of assets.
2. Safety and Compliance:
Ensure all facilities comply with health, safety and environmental regulations
Conduct regular inspections and audits to identify and mitigate potential hazards
Maintain up to date records of safety inspections, incidents and corrective actions
3. Budgets:
Work with the Head of Finance to maintain the facilities budget including forecasting costs
Identify cost saving opportunities and implement measures to reduce operational expenses
4. Vendor and Contract Management:
Negotiate contracts and manage relationships with external service providers, including cleaning, security and maintenance contractors
Monitor where appropriate vendor performance to ensure compliance with service level agreements and quality standards
Review and approve invoices ensuring accuracy and adherence to budget.
5. Space Planning and Management
Optimise the use of space within the office including office layouts and workspace allocation
Coordinate office moves, renovations and refurbishments
6. Emergency response and Business Continuity:
Assist with the development and implementation of emergency response plans and procedures
Coordinate emergency drills and training for staff
7. Sustainability and Environmental Initiatives:
Promote and implement sustainable practices to reduce the environmental and impact of the facilities
Monitor energy usage and implement energy saving measures
Lead initiatives to reduce waste and improve recycling programs
Main Duties; Office
8. Team Leadership and Development:
Manage and lend support to the general office and reception team including providing training and development opportunities.
This role will be 'hands on' and the support will include working on reception when staffing needs dictate and working within the general office.
Office tasks requiring managing and physically undertaking include but not limited too dealing with all incoming/outgoing mail, monitoring of Eaton Smith email inboxes, stationary ordering, deeds and archiving tasks and preparing refreshments for both internal and external meetings.
Additional office tasks include dealing with requests from Clients/Solicitors requesting deeds and wills. This process includes the retrieval from storage (on site/off site storage also), preparing all relevant paperwork (including cover letter/schedules as appropriate) and arranging collection with the client or posting out as required.
Shopping for supplies of tea, coffee, biscuits and other sundry items. Also ensure tea/coffee supplies are maintained on each floor).
Qualifications
Education - A qualification in Facilities management or someone with NEBOSH experience or similar would be advantageous.
Experience - A minimum of 2 years experience in facilities management or a related role is required.
Skills
* Strong leadership and team management skills
* Excellent communication and interpersonal skills
* Knowledge of health, safety and environmental regulations
* Strong problem-solving and decision making abilities
* Must be well organised, flexible, conscientious and with a 'can do' practical attitude
Search is an equal opportunities recruiter and we welcome applications from all suitably skilled or qualified applicants, regardless of their race, sex, disability, religion/beliefs, sexual orientation or age.
