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Facilities / Office Manager

Posted 15 January by Insight Recruitment Solutions Featured Ended

My client, an International Energy Trading Company in Central London are looking for an experienced Facilities / Office Manager to join in a stand alone role. There are two elements to the role - General Services and Security.
You will be fully responsible for the planning, designing and maintaining of all associated facilities within the office as well as being responsible for the safeguarding of staff and and being aware of security risks within the business.

General Services

  • Planning & Controlling the execution of building changes, refurbishment & upgrade projects for ETS or the Landlord, installations, desk/team movements and necessary logistics involved;
  • Coordinate, log and continuously monitor building maintenance requests & report all facilities related issues to building management (i.e. air conditioning, leaks, faults, building cleanliness);
  • Coordinating weekly maintenance jobs and visits by floating engineers via the contract of services
  • Carry out walk arounds with engineers including inspections of all faults and documenting them;
  • Working closely with building security to manage all garage/bicycle and security badge access control requests;
  • Checking monthly and quarterly invoices from Landlord and Westminster City Council and organizing renewal of payments;
  • Attending regular meetings with building management to discuss building related issues, upcoming works, security, waste management and recycling initiatives;
  • Overseeing stock control for all the kitchens from coffee supplies to cleaning and maintenance schedules for equipment such as coffee machines, shredders etc. Ordering stock for maintenance jobs such as spare taps, lightbulbs, toilet seats etc;
  • Ordering of office furniture/desks in line with ongoing desk needs/projects.
  • Contract Management Administration
  • Providing daily administrative support to contract holder and being point of contact for suppliers and queries;
  • Preparing and submitting documentation to contractors/suppliers and obtaining signatures and sign offs; Requesting services, payment and invoicing duties in and outside of SAP, including liaising with back office in Rome and clients on invoicing queries and following up payments;
  • Maintaining database of all payments and invoices for services in and outside of SAP
  • Project document control typing/scanning/filing/ of office layouts/works and formal project documents including drawings and certificates;
  • Monitor cleaning operatives and ensure they are carrying out their duties to required standard and looking at their rota/schedule and making adjustments where needed

HSE Support & Administration

  • Health & Safety, Fire policy, First Aid & Environmental responsibilities (eg: carry out regular checks on both floors for damaged furniture/abuse of facilities/ identify any health and safety issues);
  • Follow up actions from Risk Assessments and Regular Audits (eg: action points raised from Quarterly HSE walk arounds);
  • Ensure relevant posters displayed and certifications applied for and updated ( HSE poster and ICO Certificate of Registration);
  • Compilation of incident information and record keeping;
  • Fire Marshal and First Aid Coordinator Administrator responsible for recruitment/training and record maintenance for all volunteer First Aider and Fire Marshalls (ensure all certificates up to date and regular refresher courses provided);
  • Assist in the filing and archiving (digital) of all legal documents, minutes, reports and certificates
  • related to HSE;
  • HSE first day orientation walk around pointing out fire escapes and first aid boxes to all new
  • hires/visitors/consultants.


  • Require that each individual employee complies with current legislation, as well as with company provisions on security;
  • Perform controls aimed at achieving security objectives, providing specialized support to the employer when preparing annual and four-year plans;
  • Manage security risks, laws and company regulations are applied at all times;
  • Involve the central security functions in the event of any emergency or security crisis and immediately report a description of the events and solutions adopted providing prompt and constant reporting to The Employer and to the central security function;
  • Check internal security audit results carried out for assessing the efficiency and effectiveness of the security management systems implemented locally;
  • Intervene promptly, together with The Employer, when a dangerous situation arises and threatens the safety of employees, contractors and third-parties as well as protecting the asset
  • Supervise manned and technical security contracts, ensuring compliance with standards of service;
  • Assist in emergency and contingency planning;
  • Ensure security support in major meetings;

Reference: 34231783

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