Office & Facilities Manager - FTC

About The Role

We have a great opportunity for a Facilities and Office Manager to join our Cardiff office on a 6 months Fixed-term contract.

This role will act as the face of the Cardiff office, creating a fantastic first impression of Clarke Willmott to your colleagues and our external clients. This role manages and maintains a compliant working environment, ensuring high levels of organizational effectiveness, communication, and safety.

On a day to day basis this role is responsible for managing the delivery of the front of house services, reprographics requests and office infrastructure.

• Managing meeting room booking requests including refreshments and travel/accommodation.
• Completing reprographics request in line with the business SLA and SOPs.
• Managing the day to day mail (inbound and outbound), including courier bookings
• Office compliance with the business’s ISO
  27001 & ISO
  14001 accreditation requirements through regular auditing.
• Office maintenance and document management (liaising with contractors, landlord’s agent and suppliers)
• Finance management, through budgeting, PO request and cost saving where applicable, including maintaining relevant systems
• Health & safety inspections and staff inductions
• Managing stationery and IT inventory
• Physical records management (Archiving of closed files, as well as requesting files/wills/deeds from our secure storage facility)
• Ad hoc requests, including support facilities teams across the business portfolio.
• Support the London office with their PPM
• Adhoc secretarial support when requested
• Arranging cover for the following activities during periods of leave
  • Check coffee machine, clean and refill
  • Incoming DX from other offices – completing incoming couriers log, opening, updating internal mail log and filing
  • Net2 – dealing with staff passes, informing FSS Southampton or confirming receipt of new passes
  • Outgoing post – scanning, weighing, adding details to Click and Drop, preparing labels, packing and taking to collection point
  • Front of House – answering door
  • Front of House – preparing for client meetings, signing in and clearing

Knowledge of facilities/office management, including personnel management is essential for the role.

• Operational experience considered without the qualification
• Facilities management experience
• Process and policy management experience
• Efficient and diligent document management
• Demonstrable experience in managing contractors in an operational capacity
• Comprehensive statutory and regulatory knowledge and understanding in FM, H&S and Environmental, benchmarking and best practice
• Excellent administration skills with strong skills in Excel
• Excellent communication skills
• Willingness to travel between all UK offices to ensure the single team ethos is maintained across the team as and when needed
• Team player