Maxwell Stephens Ltd

Office Services Manager

Location
London (City of), London (Greater)
Salary
£45,000 - £50,000 Per Annum + Package & Opportunities
Posted
20 Feb 2019
Closes
20 Mar 2019
Ref
PR/000585
Contract Type
Permanent
Hours
Full Time

Maxwell Stephens have been assigned by a financial services company to recruit a Office Services Manager to join their team based in the City.

Responsible for the operation, management and procurement of Office Services for the London Branch portfolio which includes; mailroom services, staff catering, hospitality, reception security & cleaning. The role also requires interface with Consultants, Contractors, Tenants, Landlords and their agents where appropriate.

Key Responsibilities

Mailroom:

  • Manage the timely delivery of all the in-house mailroom services such as and not limited to mail distribution, goods inward/outward, couriers, reprographics, photocopiers, archive services, office stationery, printer & photocopier consumables, office moves and churn.
  • Manage a team of 4 mailroom clerks & 1 Facilities Administrator
  • Provide & support all other
  • EU offices in relation to Facilities Services
  • Manage budgets related to all services related to Mailroom & ensuring that the services meet the contracted and financial objectives. 

Catering:

  • Manage the contracted staff catering and hospitality ensuring the delivery of an excellent high quality service and which is aligned to business objectives.
  • Manage budgets related to these services ensuring that the services meet the contracted and financial objectives.
  • Manage delivery of vending both free and paid for.
  • Manage the cashless system contract with regards to internal/external client relations, contractual and service performance, special projects and upgrades.
  • Manage the delivery of the reception and front of house services ensuring 5* service.
  • Coordinate with Head of Hospitality to provide support for delivery of large events/functions.

Security:

  • Manage the security and safety of all London Branch properties.
  • Manage the contracted security guards ensuring
  • Appropriate cover is provided to all London Branch properties
  • Up-to-date written procedures on all functions performed by the security staff
  • Duties are carried out according to the Banks processes and procedures
  • Ensure that the security systems and equipment (access control and CCTV) is operating correctly and is regularly service
  • Liaise with security systems and equipment (access control and CCTV) contractors in the event of installs, upgrades or office moves to ensure the systems provide the necessary level of protection.
  • Planning and implementation of emergency procedures

Cleaning Contract:

  • Manage aspects of the daily office, specialist cleaning and recycling contracts
  • Maintain records of recycling volumes
  • Maintain contract Key Performance Indicators database
  • Arrange supplementary cleaning to support office moves activity
  • Setting and managing the cleaning budget

Additional:

  • Build relationships at all levels based on understanding and meeting customer and business needs                              
  • Ensure professional appropriate two-way communication is established and feedback on performance is received with necessary action plans
  • Ensure suppliers meet their agreed SLAs and identify ways to improve efficiency and reduce costs
  • Due to the nature of the role additional duties will evolve and may be assigned from time to time
  • Comply with all Health & Safety legislation and observe all applicable Branch policies and procedures in the performance of duties
  • Excellent communication skills when dealing with queries from internal customers, either in person or via phone / email
  • To undertake other tasks as required by the business within the scope of the role including manual handling where necessary and general administrative duties

Person Specification

  • Prior experience of Facilities Management with a proven  and demonstrable record in a similar environment
  • Excellent management skills and the ability to motivate teams
  • Confident in presenting projects to business leaders
  • Strong track record of managing supplier relationships
  • Good budgetary and financial management skills
  • Good communication skills and the ability to manage service expectations effectively
  • Competent in the use of Microsoft Office packages
  • Previous experience of purchasing and procurement
  • Contract negotiation skills
  • Broad understanding of Health & Safety Legislation

If you think this role would be a good fit for you, email your CV to cv@maxwellstephens.com to be considered for this exciting role.

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