Job Summary
The Facility Manager is responsible for overseeing the general administrative functions and any events or activities in the office. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, key-record keeping and coordination among departments.
Key Tasks and Responsibilities
Reception management:
· Ensure reception cover is provided at the required times as well as maintaining the reception cover rota.
· Ensure the reception team answer the company’s switchboard, in a
· Professional, friendly manner as well as recording and distributing messages.
· Responsible for the compiling and distribution of all mail
· Provide backup switchboard and reception cover as and when required.
General Functions:
· Managing the reception team
· Ensuring the office is functioning to a high standard to support the needs of the business.
· Liaising with external vendors to ensure the business runs effectively.
· Check and approval of supplier invoices for general office.
· Health and Safety contact
· Responsible for the management of the office cleaning
· Employees main point of contact for any office requirements or escalations
· Insurance contact for the business in Hungary
· Assist the back office as and when required with the HR, Finance and Recruitment functions.
· Assist with office projects as and when required
Meeting and Event Management:
· Schedule and manage meeting rooms bookings.
· Set-up and manage meeting refreshments, including ordering food when requested.
· Co-ordinate and assist (as requested) in event planning (e.g., Christmas Parties/Off-site Meetings)
Health amp; Safety Committee
· Identifying issues within transcosmos and carrying out necessary actions to resolve
· Help liaising with Wamp;F Safety partner, organize regular training.
Travel Co-Coordinator amp; Bookings:
· Assist with travel bookings such as, Flights, Hotels, Cars, Taxis, etc.
· Ensuring the most competitive price is obtained to suit the travellers needs and to minimise the cost to the business.
Other Duties:
· Monitor and maintain stationery and cleaning supplies- printers should always have paper and toner in them.
· Knowledge of building security amp; alarm procedures
· Distributing Post as well as sending registered/recorded delivery items
Requirements
Skills / Attributes Required
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Technical:
· Proficient in MS Office (Word, Excel, Visio, Powerpoint) and capacity to learn new technology/systems
Behavioral:
· Excellent leadership skills and Management experience
· Excellent organisational skills
· Able to take responsibility and ownership of issues.
· Excellent written and verbal communication skills with the ability to communicate professionally and confidently, both externally and internally
· Able to delegate effectively and appropriately.
· Able to represent the company values and culture both internally to staff and externally to clients and other organisation.
· Excellent time management skills
· The ability to gain respect and confidence from co-workers and appropriate management teams.
· An attitude of courtesy, confidentiality, friendliness, and helpfulness
Flexible, adaptable, organised, and able to work to tight deadlines where required.
· Have strong attention to detail and can manage several tasks accurately and reach completion in a timely manner.
· Willingness to learn new skills and to show initiative.
Qualifications [EDUCATION and/or EXPERIENCE]
· Previous Work experience of working as an office manager or similar unit is a strong plus.
· Minimum College education qualification
Languages
Fluent English (Speech, Written, Reading, Comprehension) B2 or higher.
Other Duties:
The Facility Manager will be required to undertake any other duties according to the needs of the company. This job description is not intended to be an exhaustive list of activities, but rather an outline of the main areas of responsibility. Any reasonable changes will be discussed and agreed with before any variations to the job description are made.