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  • Location: City of London, London
  • Sector: Secretarial
  • Salary: plus benefits and bonus
  • Job type: Permanent
  • Date posted: 20/02/2020
  • Job reference: MM - 4765

My client who is one of the largest global insurance firm based in the heart of the City is looking for an experienced Operations/Facilities Manager to manage the development and implementation of all areas of office and facilities management, including the coordination of the Executive/Team Assistants' and front of house workflow and coverage

Responsibilities include:

  • Lead and manage office/facilities operations including, but not limited to; routine and preventative building and system/equipment maintenance, general repair work, janitorial/custodial services for the London office.
  • Lead and manage the facilities strategy, policies and procedures to ensure a well-maintained, secure and pleasant working environment and a cost-effective operation.
  • Manage the office lease.
  • Develop and maintain 'Office Management Handbook' ensuring all processes & services information is captured in one central document.
  • Managing KPIs and budgets
  • Dotted line supervision of Team Assistants to provide coordination of administration across the business (e.g. ensuring coverage of lunches, holidays, sickness) and standardisation of processes and templates (e.g. meeting coordination, minutes).
  • Develop, implement and monitor an office wide internal communication plan including office 'operating rhythm' guidelines with a view to embedding these in the company culture to encourage more face to face meetings and ultimately build stronger relationships.
  • Develop and implement agile working principles working with managers, teams and individuals as needed to ensure these are followed and any challenges encountered are addressed in a timely and appropriate manner.
  • Oversee and coordinate internal moves, ensuring a high level of internal customer satisfaction.
  • Project management duties for capital and remodelling projects
  • Negotiate and administer vendor contracts and agreements; obtain quotes and bids; review, compare, and analyse product services.
  • Formulate and manage the facilities budget for the London office building expenses.
  • Coordinate the UK Business Continuity and Disaster Recovery team.
  • Implement Security and Health and Safety Programs
  • Maintain working relationships with building contractors, furniture vendors, building and office product suppliers, architects, building management companies and all other vendors.

Skills and Experience required:-

  • Proven track record in office/facilities and management
  • IOSH or NEBOSH qualification
  • BIFM qualification would be advantageous
  • Advanced ability Word, Excel and PowerPoint skills
  • Team player who will participate in department/team projects
  • Advanced budget management skills.
  • Advanced knowledge of facilities management and planning, administrative procedures and property management and maintenance.
  • Excellent negotiating skills
  • Ability to analyse and improve business processes
  • Knowledge of security systems and safety programs and applicable regulations
  • Ability to resolve conflict and foster teamwork

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