Facilities Office Manager

Rushmoor, Surrey
Weightmans

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 managing and scheduling a team to meet the varying loads required throughout the day.
Responsibilities include:

1. Overseeing Health and Safety for the site:

• Working closely with the Health & Safety Manager to ensure site safety and compliance.
• Carrying out risk assessments.
• Attending quarterly Health and Safety meetings (travel may be required).

1. Budget Management:

• Collaborating with the Head of Facilities to create budgets for all areas within responsibility.
• First-line approval of all expenditures, with the Head of Facilities as second line.

1. Statutory Compliance:

• Ensuring compliance with statutory requirements in all relevant areas.

1. Service Levels:

• Developing and agreeing on service provision and levels with the Head of Facilities and ROH.

1. Processes and Procedures:

• Developing, implementing, and maintaining documented processes to deliver agreed service levels.

1. Primary Contact / Help Desk:

• Managing all issues raised by sites within scope, escalating to Head of Facilities as needed.

1. Reporting:

• Meeting monthly with the Head of Facilities to discuss reports and issues.
• Producing monthly reports for board reporting.

1. Procurement:

• Managing contracts and liaising with the Contracts Manager.
• Seeking approval for additional purchases outside existing contracts.

1. Property Management:

• Managing day-to-day property issues with property agents, keeping the Head of Facilities informed.

Additional responsibilities include supporting site operations, optimizing office space, security, disaster planning, and maintenance.

About You

The ideal Office Manager will have:

• Experience managing administrative systems and ICT packages including Microsoft Office.
• Management or H&S experience.
• Excellent organizational and leadership skills.
• Ability to work under pressure and manage conflicting demands.
• Effective communication skills at all levels.
• Flexibility, professionalism, and confidentiality.

If you meet these criteria and are enthusiastic about this role, we look forward to your application.