Office & Facilities Manager

OFFICE & FACILITIES MANAGER

We are looking for a proactive, personable and highly organised individual to manage the day-to-day operation of a busy Manchester office.

Market Rates apply

Candidates must be eligible for security clearance

The role will be central to creating a professional, welcoming and well-run workplace for employees, clients and visitors, while supporting the wider needs of the Manchester team.

Working closely with local leadership and colleagues across the business, you will coordinate a broad range of office activities including facilities, Health & Safety, security, new starter onboarding, suppliers and general office administration. You will act as the main point of contact for office-related matters, taking ownership of issues and ensuring they are progressed through to resolution.

The role will also provide oversight of office expenditure and support budget management, while building strong relationships with Facilities colleagues across our UK network and wider global team.

KEY RESPONSIBILITIES

Office &Facilities Management
· Manage the day-to-day operation of the Manchester office, ensuring a professional, safe, welcoming and effective working environment.
· Act as the principal point of contact for all office and facilities-related matters, liaising with building management, landlords, suppliers, contractors and internal teams as required.
· Take ownership of facilities issues, ensuring maintenance, repairs and other matters are appropriately prioritised, progressed and followed through to satisfactory resolution.
· Oversee the overall cleanliness, appearance and functionality of the office and coordinate facilities services and contractors.
· Manage office supplies, equipment, stationery and kitchen consumables, maintaining appropriate stock levels and arranging orders as required.
· Coordinate meeting rooms, office space and facilities requirements, including supporting office moves, furniture changes and other workplace improvements where required.
· Maintain accurate and up-to-date facilities documentation, records and relevant office information.

Finance& Budget Management
· Manage and monitor the Manchester office facilities and overhead budget, maintaining appropriate oversight of expenditure against plan.
· Support annual budgeting and business planning activities relating to the office and provide timely information on expenditure, forecast requirements and significant variances.
· Process and manage facilities-related invoices, purchase requests and other charges, ensuring appropriate coding, approvals and timely payment.
· Liaise with suppliers and internal Finance teams to resolve invoice, payment and expenditure queries.
· Obtain quotations and support procurement activities for facilities services, equipment and office requirements in accordance with company processes.

Health, Safety & Security
· Support and maintain local Health, Safety and Environmental compliance requirements, including completion and recording of required office checks.
· Maintain the relevant H&S compliance systems and ensure supporting evidence, records and actions are kept up to date and appropriately closed out.
· Support office security arrangements, including visitor management, door access systems and ID/access cards.
· Ensure employees and visitors follow relevant office security, safety and visitor management requirements.
· Support local business continuity, emergency arrangements and sustainability activities as required.

Reception& Office Support
· Ensure clients, visitors and employees receive a professional and welcoming experience when attending the Manchester office.
· Manage general office enquiries, mail, deliveries and courier requirements.
· Manage and deliver the local office induction process for new starters, including relevant facilities, Health & Safety and security information.
· Communicate relevant facilities and office information effectively to Manchester employees.
· Work closely with local business leadership and other internal functions to support the effective operation of the office.
· Provide other reasonable administrative and office support as required.
Requirements
· Previous experience in office management, facilities, workplace services or a similar role is preferred.
· Strong organisational skills with the ability to manage multiple priorities and take ownership of issues through to completion.
· Good financial awareness and experience of managing or monitoring budgets, expenditure, invoices and suppliers.
· Strong verbal and written communication skills, with the confidence to work effectively with employees, senior stakeholders, suppliers and contractors.
· Proactive and self-motivated, with the initiative to identify issues and resolve them without requiring close supervision.
· A professional and customer-focused approach with strong attention to detail.
· Ability to respond positively and pragmatically to changing priorities and unexpected issues.
· Proficiency in Microsoft Office applications, including Word, Excel and Outlook.
· Ability to work independently while also contributing effectively as part of a wider team