Office Manager

So, what's the role all about?

We are looking for a highly organised and proactive Office Manager with experience in multinational or corporate environments. This role involves managing the day-to-day operations of our London office, supporting approximately 120 employees, as well as assisting virtual teams and remote offices. Strong organisational skills and a hands-on approach are essential to ensure efficient operations, office security, and a professional workplace.

How will you make an impact?

Office Operations and Administration

• Oversee the daily operations of the office, including facilities management, routine maintenance, and procurement of supplies.
• Monitor office hygiene, access routes, and the air conditioning in the IT room to ensure compliance with standards.
• Manage Planned Preventative Maintenance (PPMs) on a monthly basis.
• Act as the first point of contact for employee enquiries relating to office facilities and services.
• Conduct New Starter Inductions for employees in the London office, ensuring a smooth onboarding process.
• Handle administrative tasks such as submitting invoice approval requests, preparing monthly occupancy reports, and managing office inventory.
• Assist the Global Real Estate Manager with ad hoc tasks as needed.
• Organize and manage office moves and internal space changes.
• Provide administrative and operational support to remote teams, including logistics and communication.

Health, Safety, and Compliance

• Ensure compliance with local health, safety, and regulatory requirements.
• Conduct DSE assessments, manage fire safety procedures, and maintain emergency preparedness plans.
• Maintain the "Facilities Book" to log health and safety incidents, mechanical or electrical issues, and furniture-related matters.
• Maintain the Accident Book and ensure Health and Safety standards are upheld.
• Act as the Health and Safety Incident Control Officer during emergencies.
• Coordinate and update Fire Wardens and First Aiders, including arranging mandatory training sessions.

Security Management

• Ensure office security standards meet NICE Security policies, including managing access control and visitor procedures.
• Regularly review and implement measures to enhance the security of the premises and safeguard employees.
• Coordinate with building management to ensure compliance with all security requirements.

Employee Experience and Engagement

• Support Employee Experience team to organize office events, meetings, and engagement activities.
• Cultivate a welcoming and inclusive office environment.

Vendor, Procurement, and Contract Management

• Negotiate and manage contracts with service providers and suppliers in compliance with NICE's procurement policy.
• Support the Procurement Department by ensuring vendor selection aligns with procurement guidelines.
• Build and maintain strong relationships with landlords, service providers, and external vendors.
• Supervise Receptionist (if applicable) and provide guidance and support for their development.

Have you got what it takes?

• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Proactive, resourceful, and solution focused.
• Excellent written and verbal communication skills for liaising with internal and external stakeholders.
• Flexible, approachable, and collaborative with a "can-do" attitude.
• Ensures high accuracy in all administrative and operational tasks.
• Proficient in Microsoft Office Suit

Qualifications and Experience

• Facilities Management, 3-5 years of office management experience, ideally within a multinational or corporate company.
• Health and Safety qualifications or demonstrated experience in managing Health and Safety requirements.
• Proven experience managing budgets and negotiating vendor contracts.
• Knowledge of procurement policies and processes is desirable.
• Familiarity with security standards and procedures, including visitor management.

Requisition ID: 5612.

Reporting into: Facilities Manager. 

Role type: Individual contributor. 

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