Role’s Responsibilities
Premise management
Ensuring office efficiency is maintained by carrying out planning and maintenance f equipment procurement, office layouts and system
Ensure all office related licenses are up to date,
Managing all soft and hard services
Maintaining positive and beneficial subcontractor relationships; continuously reviewing services to ensure they are relevant and cost effective, negotiate contracts and rates to ensure value for money
Key contact: For all workplace/warehouse-related queries including maintenance, post, supplies, stationery, and equipment, liaising with the landlord, building management, security receptionist ,cleaners, and suppliers & managing incoming invoices
Building/Office maintenance and reporting any issues with the building and Security Supervisors, or maintenance contractors and manage insurance claims
Attending regular tenants’ meetings with building Supervisors
Oversight of relevant budgets; input to planning process and ensuring all office related invoices and expenses are dealt with promptly
Manage office management related accounts as relevant e.g company subscriptions, post, HVAC Systems, rent, electricity, shared services, courier etc. and actively seek to optimise performance and costs
Managing supplies: inventory to ensure stocks are regularly maintained and replenished, review needs and manage all related costs.
Balance cost effectiveness of the operations, while maintaining safety and comfort
Review and organise the workplace layout, ensure desk booking tool is properly used, constantly seek out ways to improve the space and environment
Timely set up of all new starters – ensuring that access cards, parking access cards, business cards and desks (including remote office equipment) are all set up prior to start date
Arranging couriers, sign for packages and distribute post
Conduct inductions with all new starters; ensure induction is current and aligns with the culture of the organisation
This individual will supervise support and cleaning team who are on-site in and out of office hours; ensuring supplies required are in stock, holidays are covered, and invoices are paid
Financial Management:
Prepare the yearly office budget
Manage the office budget and all related costs
Report on monthly and quarterly on costs and expenses
Travel:
Support with travel medical and security account and raise any issues or concerns with the facilities
Business Continuity, Health & Safety
Ensuring the office complies with health & safety legislation and best practices such as first aiders; fire wardens, accident book, etc.
Be the main point of contact for Crisis Management, Business Continuity and Emergency Response Teams, and revise and update plans when necessary
Ensure Ergonomic Assessments are conducted regularly and work with the Head of Facilities to maintain a register of same
Administrative Support
General administrative duties, including invoice processing, and management and support for central administrative tools for the team, budget, pipeline, portfolio and HR tools.
Requirements Of The Role Holder
Skills & E x p e r i e n ce
Experience as Facilities Coordinator, Operations Assistant, managing or coordinating premise operations in a complex multicultural environment
Diploma/ Degree holder in engineering profession.
2 years’ experience in similar field.
Strong administrative experience in a busy and complex environment; good experience as a scheduler
Experience in organising and managing events
Reactive to the needs of our office and people. Strong interpersonal skills – engages with others to get the best out of them and works well as part of a team
Excellent time management skills and natural ability to multitask. Ability to work well independently with a hands-on approach; a motivated self-starter with good problem-solving skills
Problem-solving – the ability to identify the cause of issues, critically consider, and offer a range of potential solutions
A creative and enthusiastic mind with an ability to suggest improvements
A proactive, helpful attitude and the ability to be flexible in various situations
Demonstrates professional, sound judgement and the highest ethical standards, confidentiality and personal integrity
Exceptional client servicing and organisational skills; able to be flexible as priorities and needs change, and works well under pressure
Excellent attention to detail
Ca p acity to w o rk under pressure and in a ra n g e o f cult u ral a n d s o c i o – e c o n o mic c o n t ext s , ada p ti n g s t y l e a n d ap p roach a pp ro p ri a te l y and in a cu l t u ra l ly sensit i ve m a nn er t o max i mise eff e ct i veness
IT proficiency – must possess strong Microsoft skills, particularly in Outlook, PowerPoint, Excel and Word, and have the ability to learn new packages, when required
Good numeric and analytical skill, with an understanding of budgets.
Apply via :
jobs.garda.com
