Office Manager (on-site)
This is an exciting opportunity to work in a dynamic company and be instrumental to the smooth operating of the office.
You should have demonstrable experience in managing an office environment, along with practical hands-on facilities management experience and good working knowledge of H&S. As the Office Manager at UNIT9, no two days will ever be the same. You’ll work alongside the Unit9 (UK) Group Operations Manager and the Front of House team, covering reception for lunch breaks and helping cover time off/sickness. You’ll liaise regularly with the business owner and the various different stakeholders within the business. You will deal with our managing agent organising external contractors for facilities repair and maintenance. You will be someone who enjoys putting systems and processes in place and creating seamless working environments. You will be just as happy to write a policy as you are to do the weekly fire alarm testing. You will be confident when dealing with a variety of tasks, including those in need of a swift resolution and should be able to build meaningful working relationships quickly with both internal and external stakeholders. You will also need a right to work in the UK.
MAIN TASKS :
Tasks may include but not be limited too:
-Ensure the smooth running of the Unit9 London Head office.
-Liaise with the Managing Company and their contractors for the building – including repairs and regular servicing.
-Perform weekly fire alarm testing and log; Ensure that other weekly/monthly testing is performed by the Managing Company and logged accordingly.
-Facilities oversight – Maintain facilities tracker logbook
-Hands on small fixes for facilities
-Deal with issues that arise in the building out of hours
-Perform ongoing risk assessments on the building space – Keep up to date with health and safety knowledge and legislation.
-Assist producers/project managers in understanding how to perform risk assessments and record them for projects
-Ownership of Office Budget, in conjunction with Group Operations Manager – covers redecoration, general maintenance cost & day to day running of the company offices.
-Coordination of ‘office’ type electrical/IT requirements alongside the IT team (PAT testing; Laptops for new starters; raising issues with meeting room technology etc.)
-Work closely with the Group HR Manager and Group Operations Manager with Onboarding/Offboarding employees by showing them the office, fire exits and educating in H&S, returning keys/U9 kit etc.
-Cover reception staff when needed for lunch breaks, holiday and sickness – take calls, meet & greet clients etc.
-Assist with company events – planning, prepping & ensuring lock up etc.
-Organise cleanliness and maintenance of Unit9 Office, including ‘mucking in’ if need be with keeping the main office tidy
-Update processes and procedures on Knowledge Base (internal intranet) as and when needed
-Organise office moves and seating arrangements
-Ensure offsite storage is being utilised appropriately and inventoried
-Reconcile Company Credit Card Statement – monthly
-Work closely with various different stakeholders across the businesses to help them with the smooth running of the projects from the office side
-Help the Unit9 (UK) Operations Manager with looking at best sustainability practices for the working environment and building
-Establish full comprehensive and working knowledge of the building, plans, electrics etc.
-Draw up processes and procedures to document building/facilities use and best practices.
-Maintain good communication with all staff members, other people who use the building and all visitors to the office
-Be proactive in the identification and resolution of problems
-Assisting with the Business Continuity Plan
QUALIFICATIONS AND SKILLS REQUIRED:
-Demonstrable experience in managing an office environment
-Facilities management experience
-Good working knowledge of H&S and COSHH
-Ability to prioritise and keep on top of working list
-Entrepreneurial, intuitive, happy to ask for help and proactive.
-Proven experience in an Office Manager role with hands-on facilities management.
-Strong administrative background and communication skills.
-Used to dealing with various internal/external stakeholders.
-Happy to work with a small and close knit team.
-Personable with a can do attitude.
If this sounds like you, please apply to firstname.lastname@example.org, stating your salary expectations