Office Services Manager

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.