Office Manager (12 month Fixed Term Contract)

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Date: 03-Aug-2022

Location: London, LND, GB

Company: Shiseido

BRAND:

Shiseido Group

JOB TITLE:                 

Interim Office & Facilities Manager 

DEPARTMENT:          

Facilities

REPORTS TO:           

HR Director

LOCATION:

London Office

                                   

 

JOB PURPOSE

To manage and ensure the smooth running of the Shiseido Group UK&I Head Office in London, including office facilities, maintenance, reception and day to day administration.

 

KEY ACCOUNTABILITIES

 

  • Maintain the smooth operation of all aspects of the office, to ensure it provides a safe, welcoming and professional environment at all times.
  • Partner with  Adelphi Building Management to ensure adherence to building rules and processes, and to report building faults and issues.
  • Line management of the Receptionist, and other temporary staff as required, to ensure a consistently high level of customer service is provided to all colleagues and visitors within the office.
  • Ensure the shared spaces, including reception and the kitchen, reflect the premium nature of the Group’s business, ensuring they are clean, tidy, efficient and welcoming at all times.  Where improvements can be made, proactively recommend alternative ways of working to improve the working environment.
  • Manage Health and Safety for the office, including contributing to the policy, renewing liability insurance, managing new joiner orientation, fire marshals and first aiders, and carrying out all types of risk assessments.
  • Coordinate office furniture needs, orders and moves across the office.
  • Manage internal conferencing services and the continued provision of facilities within meeting rooms.
  • Proactively own supplier relationships and the renewal of such contracts, negotiating cost effective solutions that answer business needs, including but not limited to;
    • Cleaning
    • Printers
    • Royal Mail / couriers
    • Plants
  • Monitor all office facilities to ensure continued delivery of required services, flagging issues in a timely matter and escalating where appropriate.
  • Manage and maintain consumable office supplies, and liaise and maintain relationships with key suppliers for facilities such as coffee machine, milk, and fruit.
  • Raise PO’s for suppliers, including finance and HR led suppliers, act as a key user and train others on the system.
  • Support administration of internal Group-wide meetings, events and communications to include Town Hall meetings and Staff Sales.
  • Book offsite venues for Group meetings when the onsite meeting rooms are fully booked.
  • Ensure sufficient provision of office stationery and equipment and co-ordination of stationery budget, liaising with department Executive Assistants to predict needs and oversee total stocks.
  • Working with reception and Executive Assistant team, ensure the effective distribution of  postal and parcels items into the office, collating and sending post to the other Group offices as required.
  • Work with Executive Assistant team to ensure departments adhere to office protocols, such as meeting room management, return of furniture items, H&S, etc.
  • Manage relationship with Travel Company, induct new employees to the procedure and ensure cost effective travel planning in accordance with Company guidelines.
  • Manage Health and Safety for the office, including contributing to the policy, working with finance to renew the liability insurance, working with HR for new joiner orientation.
  • Appointing  and managing office fire marshals and first aiders, and carrying out all types of risk assessments.
  • Manage internal conferencing services with IT.
  • Ensure our practices take into account sustainability and submitting the annual statistics.
  • Provide reception cover as required, due to holidays/sickness/lunch.
  • Garner EA support for wider Group projects as required and instructed by Group Leadership.
  • Any other reasonable duties as requested by Group Leadership.

 

PERSON SPECIFICATION

 

ESSENTIAL

  • Significant Office Management experience for a large site,  including an understanding of facilities management.
  • A proven customer service mindset, with a desire to create a working environment to be proud of.
  • Excellent written and verbal communication skills.
  • Excellent organisation and coordination skills, able to juggle multiple, competing priorities.
  • Ability to work on own initiative and identify new and better ways of working that drive continual improvements.
  • Ability to problem solve effectively and efficiently.
  • Strong Microsoft Office computer skills (e.g. Word, Excel, PowerPoint, e-mail) and diary management.
  • Ability to work independently whilst retaining team focus.
  • Excellent understanding of business requirements and ability to forecast business needs (from an office environment perspective).
  • Confident with strong interpersonal skills with ability to converse and liaise at all levels.
  • Demonstrates the drive, focus and tenacity needed to work at pace and deliver in a fluid and fast paced and dynamic environment.
  • Ability to respond to changing demands with an unflappable temperament.
  • Excellent attention to detail.
  • Experience of health & safety in an office.
  • Ability to engage others towards a common goal and to influence others to model behaviours that create a positive working environment

DESIRABLE

  • Experience of working with other countries/cultures
  • Experience of managing a small team
  • Experience within the retail/beauty industry


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