Office and Facilities Manager

The Office & Facilities Manager is responsible for ensuring a safe, efficient, compliant and well-presented workplace that supports business operations, employee wellbeing and client experience.

The role acts as the key link between the occupier, landlord, suppliers and internal stakeholders, overseeing facilities operations, H&S, workplace services, administration, procurement and budget management.

Principal Duties:

Health, Safety and Compliance

• Ensure compliance with health and safety legislation, company policies, risk assessments and statutory records.
• Support fire safety, emergency planning, contractor compliance, RAMS reviews, inductions and incident investigations.
• Coordinate access, permits to work, contractor activity and building-related communications. Office Administration & Business Support
• Manage office administration, procedures, records, manuals, seating plans and workplace documentation.
• Raise and manage purchase orders, invoices, approvals, commitments and accruals in line with procurement procedures.
• Manage stationery, consumables, office equipment, workplace assets, inventories and archive storage records.
• Support senior stakeholders with visitor management or event logistics, ensuring communication is clear and effective.

Facilities Operations & Building Management

• Manage the daily operation, presentation and functionality of the office floor, including meeting rooms, communal areas and workplace resources. Monitor building services, coordinate planned and reactive maintenance, and resolve workplace issues promptly with building management and service providers.
• Act as the main contact with the landlord and managing agent, attending tenant meetings and escalating service issues as required.

Supplier, Budget and Contractor Management

• Manage service provider relationships and monitor contractor performance, SLAs, service reviews and continuous improvement actions.
• Monitor facilities expenditure, supplier contracts and renewal dates, supporting budget reporting and cost control.

Office Experience, Sustainability and Reporting

• Deliver a professional workplace experience for employees and visitors through effective reception, hospitality, meeting room and visitor management services.
• Support workplace sustainability initiatives, ESG reporting, business continuity, emergency preparedness and workplace resilience planning.
• Produce workplace performance reports covering health and safety, service requests, contractor performance, budgets, occupancy and sustainability metrics.

Skill & Experience

3–5 years’ experience in facilities management, office management, workplace services, or a similar operational role.

• Experience operating within a commercial office environment, ideally within financial services, legal, professional services, or a corporate headquarters environment.
• Experience managing contractors, service providers, supplier contracts, budgets and procurement processes.
• Understanding of lease/landlord obligations?
• Strong understanding of workplace health and safety requirements.
• Excellent organisational, administrative, communication and stakeholder management skills.
• Strong customer service mindset and relationship-building ability.
• Financial awareness, budget management capability and experience using purchase order/procurement systems.
• Ability to manage multiple priorities, competing deadlines and workplace issues calmly and proactively.
• High attention to detail and accuracy.
• Strong Microsoft Office skills, particularly Excel, Word, Outlook and PowerPoint.

Qualifications

• Good standard of education, including GCSEs (or equivalent) in English and Mathematics.
• Desirable: IWFM Level 3 or Level 4 Qualification.
• Desirable: IOSH Managing Safely or NEBOSH General Certificate.
• Desirable: First Aid at Work qualification.
• Desirable: Membership of the Institute of Workplace and Facilities Management (IWFM).