OFFICE AND SERVICES MANAGER FOR THE SOUTH EAST CLUSTER

Job Title: Office and Services Manager (South East Cluster). Salary: £35,000 - £37,000 salary dependent on skills and experience (inclusive of London Weighting Allowance of £3,072 a year) Contract: Full-time, permanent contract Working hours: Full time - 37.50 hours a week, working five days a week Monday to Friday, between 9am and 6pm, depending on the needs of the business. Location: South East cluster, London; ·Based at The Green House, 244 – 254 Cambridge Heath Road, London, E2 9DA and also covering ; ·Durham Road Resource Centre, 86 Durham Road, London, N7 7DT ·Brick Yard, The Office and Services Manager plays an important and responsible role within the South East property management team for our three centres ensuring they are well managed, efficient and attractive places to work. The role reports to the Centre Manager and is based at our flagship building The Green House but will also require the post holder to work closely with staff at two other London centres. Your duties will include: Co-ordination and Administration The co-ordination and administration in the South-east cluster is expected to cover the bulk of your working week and will include many routine administrative tasks for the cluster, as well as more challenging and higher-level tasks. The following is an outline of the tasks expected of this role, but is not a definitive list:- ·Acting as the first point of contact for tenants’ queries, helping to establish and maintain excellent communication with tenant organisations. This includes being first point of contact for all tenant service related queries, and communicating these effectively to the Property Management team and dealing directly with all queries relating to tenant services. ·Co-ordinate enquiries to the South-east email inbox, flag emails for the relevant team member and respond to urgent enquiries. ·Manage the South-east Outlook diary. ·Ensure that the Code of Practice 2 (COPs) for each centre in the region is kept up to date. ·You will ensure contact information is kept up to date for each organisation in the cluster, including tenant representatives, Directors, first aid and fire marshal contacts, etc. and liaise with Head Office to ensure that this information is updated for the email lists, on NetSuite and on the company’s website. ·Overseeing the administration of our room booking facilities in the cluster and ensuring tenants have the appropriate facilities available for meetings (flipcharts, AV equipment, etc.). ·Look after the signage in the three buildings in the cluster with direction from the Marketing department. ·Assisting with finance procedures, including managing petty cash, approving invoices for regular supplies of cleaning materials, office equipment and stationery for the cluster. ·Assisting the Centre Manager to the office pre move for organisations moving into the building (internet connection, phone/s connection, keys, fobs, franking machine/copier and tenant resources accounts, weekly cleaning, among others) and provide a building induction to them. Tenant Liaison and Synergy ·You will be responsible for coordinating the administration for the tenant Centre Management Group meetings in the cluster (booking meeting rooms, sending reminders to the Chair / minute taker, ensuring minutes of the meetings are distributed to all tenant representatives). ·Coordinate and circulate information to tenants in the cluster concerning synergy, training events, etc. ·Work with tenants and the Centre Manager in the cluster to facilitate effective synergy programs (i.e. Cycle group, 1st Tuesday, summer BBQ, among others) and where appropriate facilitate/support those activities. Staff Management ·You will be responsible for the line management of the cleaners in the South East cluster, including managing annual leave and sickness cover, supervisions/appraisals, training, overtime, payroll and recruitment, liaising with the HR department. ·Keep cleaners schedules up to date according with the business needs and liaise with HR when any new recruitment is needed. ·You will also be responsible for the management of any cleaning contracts we have with third parties. Environmental Reporting ·You will be responsible for monitoring and assisting the development of social and environmental performance of the centres in respect to energy use, recycling, accessibility, tenant satisfaction, etc. A focus on educating and working with tenants and staff to reduce their energy, water use and increase recycling in each centre. ·You will ensure that correct and regular meter readings are taken in each centre once a month. In conjunction with the local Property Management team and the Oxford Property Manager, you will ensure the monthly meter readings for all centres in the cluster are updated on the central system. Purchasing and Ethical Procurement of ‘Soft’ Services ·Responsibility for the procurement of ‘good value soft’ services and supplies for the cluster (office equipment, cleaning, stationary supplies, waste and recycling provision, tenant services etc.). ·Working to develop an Ethical Procurement standardfor the cluster. ·You will work with departments based at Head Office, including Marketing, HR and Finance departments. Other responsibilities include; ·Working to improve the services we provide to tenants. ·Working to improve the company's social and environmental objectives. ·Covering for other members of the local team (inc the Centre Manager) when they are in training, on holiday, ill etc. ·Attending company-wide events such as property manager meetings and the annual staff conference. ·Other duties as reasonably required by the Centre Manager/ Regional Manager. This is a busy, demanding, and responsible role that requires an individual with both customer service and practical skills, with a positive attitude. You need to be a good communicator, proactive and organised and show initiative when faced with difficult situations. The person we are looking for will need: ·Customer care skills with a commitment to provide a good service to our tenants and building users. ·Good IT skills, particularly Microsoft Office software. ·Previous experience in a similar post. ·Organisational skills and the ability to prioritise your work, multi-task and remain flexible. ·To be trustworthy, personable, and reliable. ·The ability to act quickly and effectively using their own initiative. ·To be a team-player and a good communicator. ·To always maintain a professional standard of presentation and communication with colleagues and tenants. ·The ability to motivateand support staffwhilst delivering your own workload. ·Health and Safety awareness and knowledge. ·Have some knowledge and interest in social and environmental issues, particularly recycling. This is a full-time, permanent role with a three-month probationary period. The post is full-time based on a 37.50 hour week, working five days a week Monday to Friday, between 9am and 6pm, with some occasional evening/weekend work. The gross salary is £35,000 to £37,000 a year (inclusive of London Weighting Allowance of £3,072 a year), dependent on skills and experience. The role benefits include 25 days holiday entitlement pro-rata as well as statutory bank holidays. We offer a company contribution up to 7% to a pension dependent on scheme choice, a free company bicycle scheme with bicycle maintenance costs, season ticket loans, interest free personal loans, as well as other benefits.