Front of House / Facilities Manager

Role/ResponsibilitiesYour main responsibilities:-

• To ensure that the Company's Front of House/Reception services meet the highest standards and that visitors to receive a professional and positive experience
• Responsible for advanced building briefing, including security arrangements, equipment, and logistics for all events within the building.
• Oversee catering arrangements where required for lunches/dinners/events with responsibility for organising building specific building events eg XMAS party (approx. 60 heads)
• Overseeing and organising extra cleaning regimes as and when required/needed and ensuring the building is cleaned to the highest standard, including liaising with external cleaners.
• Assisting at events, greeting guests and running the guest list, where required.
• Manning the front door connecting visitors to the relevant departments/entities
• Ordering and managing all stock levels through the building, including stationery supplies, milk, biscuits, water, tea, coffee, coke, wine, beer etc..
• Manage post and courier deliveries for the building
• Booking meeting rooms using the outlook system and ensuring all relevant information is added i.e. whether refreshments or AV is required and advise staff on meeting room allocation
• Assist with AV equipment in meeting rooms, training will be given
• Ordering taxi's and couriers when needed
• Ensuring all joiner and leaver tasks are completed.
• Responsible for the garden area including ensuring it meets the Company's high standards. Maintain relationships with the gardener.

Ensure Office & Building management (including risk management)

• Responsibility for managing admin drive and ensuring all building handbooks and logs are up to date.
• Implement safe working practices to ensure safety of visitors and staff
• Ensuring all contractors and suppliers provide a cost-effective and high-quality service, in accordance with their contractual terms and undertaking tender processes where appropriate.
• Responsibility for the reception and communal areas. If issues arise, to formulate query resolution. This may include liaising with the Property Manager, Royal Parks and external contractors, keeping internal records and logs up to date. Ensuring all issues are followed up to a satisfactory resolution.
• Working with Property Manager to ensure all pre-planned contractor works are undertaken in accordance with in-house and Royal Parks processes from arranging bookings through to tasks completion, with appropriate documentation supplied as required and to minimize office disruption.
• Ensuring all reactive works are undertaken in accordance with in-house processes, which may include attendance out of hours at short notice, with any business-critical issues being reported to the Property Manager.

Ensure Health and Safety Compliance in relation to:

• Compliance of the number of fire marshals, first aiders and arranging training where required for these roles as well as ensuring induction is given to new joiners. Performing the role of fire marshal and acting as a fire coordinator during evacuations.
• Ensuring all health and safety records are accurate and up to date. To include undertaking or engaging external assessors to undertake risk assessments as required, arrange for any follow-up actions to be completed promptly, as well as obtaining documentation from the building management company on their works which impact our demise.
• Responsibility for weekly fire alarm testing and CCTV checks.

PA/Administrative Support

• To provide ad-hoc business support to the private office, ensuring that actions are anticipated and appropriately taken, recognizing the sensitive and confidential nature of the role.
• To ensure that all reception/room diaries are maintained in a timely and effective way.
• To ensure that correspondence, emails, presentations etc. are produced to a high standard and delivered in a timely fashion.
• To ensure notetaking at meetings, where appropriate.
• Assistance with company expense and credit card analysis.
• Assistance with building and office insurances and inventory, including art insurance.

EXPERIENCE:

• Significant experience in a similar role.
• Demonstrable experience in successfully managing deliverables within timeframes.
• Experience with Health & Safety.

SKILLS:

• Excellent IT and technical skills;
• Excellent organisational and planning skills;
• Excellent attention to detail.
• Exceptional written and verbal communication skills.
• Understanding of the financial services environment.
• Ability to quickly build strong relationships with a broad network of stakeholders, including the most senior.
• Ability to work as an individual contributor, take initiative and problem-solve.
• Ability to recognise potential conflicts and acknowledge where guidance is required / necessary.
• Ability to cope with ambiguity and prioritise confidently against conflicting demands.
• Ability to remain calm under pressure, with a good sense of humour.

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