Job Description

Job Title Office Manager

Summary



Role Purpose:

• Site based with responsibility for other locations in region
• Responsible for the day-to-day Facilities Management (FM) service delivery;
• Provide support to the team in relation to all FM matters.
• Point of contact between Client and vendors.
• Management of financial processes.
• Actively support the global account structure; and
• Coordinate Finance processing.

Core Responsibilities:

• Act as the Point of Contact for the client and other stakeholders on site in all Facilities Management matters.
• Support the Regional Manager / Site Manager / Global Facility Management Lead in management of the supply chain providing services on site.
• Support the Regional Manager / Site Manager / Global Facility Management Lead with the day-to-day operations and management of the maintenance programs relating to the interior conditions of the buildings to ensure these are carried out in a manner consistent with Cushman & Wakefield policies & Client directives.
• Liaise with Landlord FM team (where applicable) to ensure statutory services are complete on time and within contract obligations.
• Liaise with onsite landlord FM team to ensure both building internal & external repairs are carried out in a manner consistent with client expectations.
• Manage reception (where applicable) and the delivery of FM services to client on a daily basis.
• Provide support to Regional Manager / Site Manager / Global Facility Management Lead for other client sites as requested.
• Financial responsibility for preparing and managing of our operational and capital budgets so as to achieve financial KPIaEUR(TM)s as required under the Master Services Agreement.
• Production of monthly expenditure reports, variance analysis, re-forecasting and accruals of the Op Ex & Cap Ex budgets to demonstrate achieving financial KPIaEUR(TM)s.
• Assists in providing information and reports necessary for the development of capital budgets for the facility. This includes contributions towards a five-year plan of maintenance, facility improvement, and cost reduction initiatives.
• Provide cover for other FM roles on site as required to ensure continuity of service during sickness and holiday periods e.g., Mail Room.
• Oversee mail room operations and staff (i.e., mail sorting, postage machine, fax machines)
• Oversee and manage the purchasing and maintenance of office supplies and office equipment (i.e., furniture, IT equipment, telephones, printers, snack services, catering, plants, etc.)

Qualities and Personal Attributes: Essential (unless noted as Desirable)

Business Generation, Execution and/or enablement

• Uses knowledge of the business, along with relevant systems and procedures to support others and contribute to company and client objectives in achieving their financial, business and client goals;
• Identifies opportunities to learn more about C&W commercial environment;
• Uses all available internal resources, systems and tools to help increase team productivity;
• Uses all contact with clients as an opportunity to build a positive image of the C&W brand;
• Identifies and improves processes, systems and work products to continually exceed internal and external client expectations;
• Identifies solutions that reduce expenses;
• Seeks assignments and welcomes challenging activities;
• Looks for new ways to differentiate C&W services from the competition; and
• Shows initiative in identifying, recommending and pursuing new opportunities.

Leadership and Management

• Creates collaborative opportunities and communicates proactively with all relevant levels of the organisation to obtain and share information;
• Recognises the needs and welcomes the unique contribution and diversity of all colleagues and clients;
• Actively listens to requests from internal and external clients and provides timely assistance with careful attention to detail;
• Encourages colleagues through constructive feedback, workload management and transfer of knowledge;
• Builds own skills by consistently pursing growth opportunities; seeks a mentor and is willing to assist colleagues;
• Embraces change and takes action to fulfil new plans or changes in directions; revaluates existing processes;
• Acts as the client and vendor relationship manager and develops client and vendor engagement;
• Willing to coach others;
• Shares timely and tactful opinions; and
• Is aware of the impact of their decisions and actions.

Trusted Advisor and Expert

• Addresses issues/queries quickly and accurately;
• Makes informed decisions and takes responsibility for outcomes;
• Supports colleagues in meeting the clientaEUR(TM)s needs;
• Good understanding of corporate Health & Safety (H&S) and risk awareness;
• Actively manages identified risks;
• Forecasts and evaluates commercial and financial risks together with the identification of procedures to avoid or minimize their impact;
• Stays current in own field and pursues opportunities to demonstrate expertise (SME) and share knowledge;
• Communicates proactively with all relevant levels of the organisation to obtain and share information;
• Actively listens to determine clients' most critical business needs;
• Uses knowledge of their client and their objectives to deliver excellent service through timely and effective solutions.

Knowledge

• Expected to be thoroughly familiar with the management contract, vendor agreements, and other building/facility contracts and all requirements contained therein;
• Proactively inspects the facility, systems, rooms, common areas, etc. and reports back any findings or issues to the Client Facility Manager to ensure office is maintained to a high standard
• Attend regular FM team management meetings with Client FM team;
• Update & manage our facilities request system on a daily basis to make sure all requests are dealt with in a timely manner
• Managing of our outsourced service providers to ensure the satisfactory performance and compliance with contract obligations.
• Input into the FM Health & Safety program to ensure compliance with all relevant workplace Health & Safety legislation and compliance with companiesaEUR(TM) policies and procedures
• Work alongside clients real estate department to coordinate and manage contractors for internal moves for planned head count growth
• Assist client with achieving and maintaining ISO14001
• Data gathering, analysis and reporting - Sustainability, Energy, Utilities etc.
• Identifying and documenting internal policies and procedures, providing clear communication.
• Collect, assemble and prepare reports using Excel, PowerPoint and Word.

Experience

• Knowledge of the FM discipline specifically in outsourcing;
• Experience of working as part of self-delivery team and working with contractors to deliver a service;
• Ability to perform support services to the team in the form of administration and monitoring of performance measures;
• Demonstrate ability to identify relevant information that will assist in the production of reporting information;
• Experience of managing an area of a budget - cleaning, security, projects;
• Ability to work as part of a team and work with others;
• Ability to work closely with / manage contractors & third-party suppliers on a day to day basis;
• Experience of developing relevant client relationships; and
• Experience of working on / managing a client site in EMEA

Qualifications

Desirable:

• Associate of BIFM
• HNC or equivalent in FM or a related sector

Essential:

• Proven relevant experience if no formal education
• A working understanding of the FM sector in country, corporate environments and ideally outsourced service provision.

Personal Attributes

• Ability to understand and manage customer expectations;
• Ability to work independently as part of a global account structure where line management is remote and manage multiple priorities with tight deadlines;
• High level of personal organisation and self-motivation;
• Ability to organize, document and follow agreed site procedures;
• Knowledge of and ability to adhere to confidentiality and protection of company information

Cushman & Wakefield is committed to equity in employment and our goal is to have a diverse, inclusive, and barrier-free workplace. If you are a person with a disability and need the job posting in an alternative format or any other accessible accommodations during the hiring process, please email your request to canadarecruitment@cushwake.com. Please refer to the job title and job location when you contact us.Cushman & Wakefield saEUR(TM)engage a respecter laEUR(TM)equite en matiare daEUR(TM)emploi. Notre objectif est daEUR(TM)offrir un milieu de travail diversifie, inclusif et exempt daEUR(TM)obstacles. Si vous ates une personne handicapee et que vous avez besoin de recevoir laEUR(TM)offre daEUR(TM)emploi dans un autre format ou daEUR(TM)acceder a toute autre mesure daEUR(TM)adaptation au cours du processus daEUR(TM)embauche, veuillez soumettre votre demande par courriel a canadarecruitment@cushwake.com. Veuillez mentionner le titre de poste et le lieu de travail au moment de communiquer avec nous.