Newcastle, United Kingdom

Facilities Management

Dependant on experience

Permanent

Full Time

Home
Vacancies
Facilities Office Manager

About your new role

The Office Manager is responsible for the efficient functioning of the office through a range of health & safety, administrative, financial and managerial tasks.

The Office manager's role is to ensure the smooth running of the office on a daily basis and will be responsible for the delivery of all of the above areas of responsibility. This will require the management and scheduling of a team, to meet the varying loads required throughout the day

Responsible for overseeing Health and Safety for site

• Working closely with Head of Facilities to ensure the Health and Safety of site is managed and compliant
• Carry out risk assessments
• Attend quarterly Health and Safety meetings (travel may be required)
Budgets
• Working closely with the Head of Facilities who will have sign off authority - create budgets for all areas within responsibility
• First line approval of all spends - second line being the Head of Facilities
Statutory compliance
• Ensure statutory compliance in all required areas within scope of responsibility
Service Levels
• In conjunction with Head of Facilities and ROH develop and agree service provision and levels within all areas of responsibility
Process and Procedures
• In conjunction with the Head of Facilities develop, implement and maintain documented processes to deliver the agreed service levels within all areas of responsibility.
Primary Contact / Help desk
• Main contact and issue manager for all issues raised by the sites within scope of responsibility - escalation is to Head of Facilities.
Reporting
• To meet monthly with the Head of Facilities. Date, agenda and reports to be agreed.
• To produce monthly reports for issue to the Head of Facilities. These will be used for Board reporting. Date, agenda and reports to be agreed.
Procurement
• Day to day administration & management of contracts / suppliers liaising with Contracts Manager as required
• Requests for additional purchases outside of agreed contracts to be agreed with Head of Facilities for approval prior to ordering.

Property

To manage day to day issues with properties management agent(s) but ensuring Head of Facilities - who has overall responsibility for all properties is kept fully informed.

Some examples - but not exhaustive:

Work closely with site ROH to deliver agreed service levels and support day to day running of the site including the housekeeping and health and safety management of the office
Create and maintain office environment in line with our vision and values.
Optimise use of space within each office.
Provision and maintenance of security within site.
Role in disaster planning.

Provision of service to Procurement of:

Goods receiving

Maintenance of the Property

First point of contact for issues
Liaise with Head of Facilities to determine resolution route
Other areas as required.

This list is not intended to be exhaustive and you will be expected to perform other duties and have other responsibilities that fall within the wider remit of the role.

About You

You will have previous experience as an office manager and a genuine and demonstrable interest in the above area of work. As the role is varied, we are looking for you to have a flexible approach to the work you do and be able to adapt to different tasks. We also require you to have/be:

• Experience of development, management and operation of administrative systems and ICT packages including Microsoft Office software
• Management of H & S experience
• Excellent organisational and time management skills
• Ability to lead and manage other staff
• Ability to fulfil all spoken aspects of the role with confidence.
• Knowledge and understanding of managing people
• Ability to work under pressure and meet conflicting demands within deadlines
• Ability to communicate effectively at all levels
• Flexible and positive approach to change
• Willing to work as part of a team
• Professional and customer service orientated
• Ability to maintain a high level of confidentiality and discretion at all times
• Team player
• Polite, professional and enthusiastic manner

If you meet our criteria and think this is a job where you could bring enthusiasm and commitment, then we look forward to receiving your application.

Why work for us

Come and join our award-winning organisation and be part of a team where people truly matter.

Weightmans is a Leading national law firm, with strong international capabilities.

Weightmans has been recognised as a leading employer for the 19th consecutive year at Britain’s Top Employers awards, and ranking top 10 in the list, the firm has also secured top positions in Chambers UK.

Join Weightmans as we continue our journey to becoming one of the UK’s top 30 law firms.

Why work for us? Take a look: Work for Weightmans: voted a top employer | Weightmans

This link contains information regarding Culture, Benefits, D&I, Recruitment Agency PSL/Non PSL and Eligibility to work in the UK information.

Work for a firm where people matter – work for Weightmans

Curious about what is it like to work at our firm? Visit our Life at Weightmans page for insights into our employee initiatives, responsible business commitments and much more!

Apply

Other jobs like this

Similar