Office Manager needed ASAP for an initial 6 month temp position, this role has the potential to be extended and is paying £18.50-£21.50 per hour. This role will be 5 days a week but split as 3 in the office and 2 at home.

The Role
Responsible for carrying out in a timely manner all aspects of day-to-day administration for the Facilities Management Department and provide administrative assistance to the Senior Director of Operations, UK. This will involve most notably invoice processing, maintaining budget spreadsheets, supplier ordering and liaison, tracking and ensuring payments of rents and business rates. Also provide administrative support to the Head of Security UK, Operations Director (Logistics and Transportation) and UK Operations Director. The over-reaching priority is to deliver a prompt and efficient customer-service response, to support the team for all day-to-day planned and ad-hoc requirements and to ensure all administrative work is allocated and closed off in a timely fashion.

Specific duties & responsibilities will include but are not limited to

• To be the main in-house contact for the Facilities Management Team.
• Raise purchase orders, process and code all department invoices, using the JD Edwards software, and maintain records.
• Attend any meetings relevant to the role in relation to budgets and spend.
• To track CAPEX spend, keep spreadsheet records and liaise with the JLL Facilities Manager for updates and reconciliations.
• Maintain a regular first point of contact with the Finance team to ensure all expenditure is registered and maintained correctly.
• To work closely with the Finance team to ensure all costs and accruals are captured before the end of the financial year.
• Ensure rents and business rates relating to the properties are paid.
• Maintain a tracker and have quarterly catch up meetings with Finance team.
• To be the main point of contact for The Crown Estates and The Althorp Estate/ for any queries relating to C I Property and Investments rents.
• Log relevant documents on the external shared property portal.
  • Prepare contracts for signatures via DocuSign.
  • Assist the Head of Department and the team with implementing sustainability and environmental initiatives, recycling, energy conservation and staff engagement.
• To be a point of contact for the external property management company and project management company and process all invoices in relation to building projects and refurbishments.
  • Assist the Head of Security, UK with annual budget setting and any ad hoc requests.
• Check monthly security provision costs with the security provider and process invoices.
• Assist the Security Systems Manager with any ad-hoc requests.
• Assist the Operations Director (Logistics and Transportation) with the raising of purchase orders for all storage requirements and keeping records.

The Candidate

• Self-starter with excellent communication, strong organisational and administration skills with a high level of accuracy and attention to detail.
• Knowledge and experience in facilities and maintenance contracts
• Numerate, with experience in budget management and control.
• Ability to gain and maintain confidence of internal clients and suppliers through swift and efficient responses.
• Working knowledge of MS office.
• Displays good teamwork ethic but comfortable and able to manage own workload and works well under pressure, especially during peak workload periods.
• Embodiment of the core values and behaviours - teamwork, passionate expertise, exceptional client service, integrity, business judgment and innovation.