Office Manager

Operations / Facilities | Southampton, United Kingdom | EMEA


The main purpose of this role is to manage the effective running of the Facilities Services function for our office located in a multi tenanted building. You will need to ensure systems and services are delivered professionally and efficiently and liaise with the Building Management firm and external contractors. Additionally a proactive approach will be taken to ensure the prompt resolution of all day-to-day problems associated with the running of office premises.

Experience of managing an office of 90+ people that is part of a global business is essential along with a background managing Health & Safety requirements - NEBOSH cert desirable and Finance.


Main Duties:

  • Manage smooth day to day running of the NICE Southampton office and facilities.
  • Responsible for the management of routine maintenance, repair and any internal moves. 
  • Act as key point of contact with cleaning company and other key personnel in the multi tenanted building including security, ground floor reception, contractors and engineers.
  • Monitor office hygiene, access routes, plan rooms, air conditioning and lift services
  • Implement new office processes and procedures in line with NICE global policies
  • Coordinate bookings of large office meetings and office events
  • Carry out the New Starter Induction process for all new employees starting in Southampton ensuring a smooth transition
  • Assist with NICE company client external and internal audits when necessary
  • Identify and evaluate suppliers for office equipment (working closely with the Purchasing department) as due diligence to ensure that stocks are maintained.
  • Initiate office related purchase requests and liaise with Accounts Payable Department for office related invoices
  • Provide assistance and support where needed to the Telecoms Administrator when required
  • Review regularly office storage and arrange archiving as necessary.  
  • Ensure safety and security of staff and visitors
  • Implement a monthly Health and Safety Risk Assessment Sheet and maintain a 'Facilities Book' to record health and safety emergencies, mechanical and electrical items and all furniture and fittings related items.
  • Maintain Accident Book
  • Ensure compliance with building security procedures.
  • Ensure Health and Safety standards are fully implemented and maintained and to act as Health and Safety Incident Control Officer for all emergency situation.
  • Organise and update Fire Wardens and First Aiders as necessary and organize mandatory training. 

Essential Requirements

  • Previous experience of working in an Office Manager/Facilities/Administrative role is essential
  • Experience of working in a multi tenanted building would be a strong advantage
  • Health and Safety qualification or experience in managing Health and Safety is essential

Key Competencies

  • Proactive and flexible approach to problem solving
  • Ability to prioritise and excellent time keeping
  • Ability to work under pressure
  • Ability to build and develop effective professional working relationships
  • Strong proven written and verbal communication skills

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