This role is based out of our offices in Hemel Hempstead
The Office Services Manager is responsible for managing the day to day activities, materials, equipment and resources required to ensure an effective office support service to the HUB location and associated satellite location.
This position will report directly to the country Finance manager or regional Director and will have a dotted reporting line to the Country Coordinator and the European Real Estate & facility manager.
The training references are for non IAS type of training and more generic office type of training.
Facilities Management : In conjunction with EU Facilities Manager as appropriate;
To manage and negotiate office leases in alignment to Global Real Estate & Facilities (GREFAC) policy and leadership.
To implement and maintain the Connected Work Place’ standards in accordance with the Global Design Guidelines. To be the primary point of contact of all regional design and construction activates in alignment with GREFAC leadership.
In alignment to the Global Design guidelines recommending interior finishes, developing specifications for interior space and commercial furnishings, and overseeing and auditing all furniture installations and reconfigurations including : areas / items / equipment / materials in need of repair, replacement or upgrade.
To work as part of a pan European GREFAC council with Office Services managers from the other regional Hubs to ensure alignment to global strategy and overall regional governance.
Responsible for Facilities management (e.g. Parking management, meeting capacity management).
To provide employees with proper equipment in order for them to perform their office activities.
To maintain a high facility standard of hygiene, cleanliness and upkeep.
To maintain accurate building and site master drawings reflecting as-built and as-used conditions. Maintain current and historical revision control of drawings.
Contact person for the building automation systems including lighting controls & environmental monitoring systems. Have the ability to monitor & respond to alarms.
Vendor and Contract Managers :
To manage the day to day operations with office services vendors and contractors and coordinate the general administration and reception staff to ensure efficiency.
To ensure training requirements for contractors are current and training is provided as needed.
Responsible for Sourcing management (e.g. Company Car management, implementing associated VIPs on Office Supplies via recommended EU supplier, Freight) by being the person of contact for employee and vendor and collaborate with Finance, Procurement and HR.
To act as a liaison, to manage and negotiate contracts with external vendors in office equipment and contract services.
To control and verify the maintenance of the quality of service provided by these office suppliers.
Environmental Health & Safety : In conjunction with EU EH&S Manager;
Ensure compliance to European and Local EH&S directives in the Hub, Satellite and regional structure.
Support and integrate EH&S programs and performance into operations.
Is responsible for employee EH&S training and awareness
To ensure and follow-up on all of the technical systems and security controls required by law in the offices, related to training employees on safety matters, such as organizing fire drills, etc.
To be responsible for financial planning and performance in relation to the Real Estate & Facilities cost codes.
Introduce local VIP program with budget annual savings targeted.
Support appropriate VIP initiatives being rolled out at local and EU level (e.g. Office Supplies, Freight, Agency, Fleet etc)
General / Other :
To establish, document, and monitor office services metrics to measure productivity and ensure key objectives are met.
To ensure office service activities comply with applicable regulations & company policies.
To collaborate on and engage with employee engagement programs.
To help support in facilitating and preparing the country coordinator meeting.
To help organize and facilitate local events.
To help support Institute training preparations on site for customers, if applicable
Governance piece. Connection to other Office Service Manager. Learnings and improvements as a council etc.
The ideal candidate would have experience with / in :
Project management skills and experience running and initiating projects
Building services (planning & controlling); Facility maintenance support
Facility / building management experience, like space utilization for future growth and integrations; agility
Costs management; worked with / on VIP’s; driving continuous improvement(process optimization and implementation)
Managing a (project) team
Key go-to person regarding facility services at the location who is able to do recommendations and advise Senior management
Vendor management / negotiating service fees / contracts
Overseeing the bigger picture and connecting dots related to business needs
Pro-active approach instead of re-active; always one or two steps ahead
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