Office Services Supervisor

We are recruiting for an Office Services Supervisor for a law firm in Warrington.

Purpose

  1. To work with the Operations/Admin Team to deliver a wide range of support, by way of facilities and administrative functions including general office post room and reception/telephone across the practice.
  1. To participate in all aspects of Health and Safely training and development as directed and to use learning opportunities to develop personal skills necessary to improve effectiveness, efficiency and service delivery
  1. To provide support to the Operations Board on major projects when required.
  1. To undertake any such relevant and appropriate duties as requested

Duties will include, but not be limited to,

  • Develop and implement a facility management program including preventative maintenance
  • Coordinate office moves and the organisation of rooms for meetings and training
  • Supervise maintenance and repair of facilities and equipment
  • Oversee facility refurbishment and renovations
  • Plan and manage facility central services such as reception, security, cleaning, waste disposal, gas safety, electricity certification, asbestos reporting and recording, WEEE waste organising, extinguisher service organising, annual fire alarm servicing and annual intruder alarm servicing, air con service organising, pat testing and parking
  • Obtain quotes and tenders from vendors and suppliers
  • Calculate and compare costs for goods and services to maximise cost-effectiveness
  • Conduct and document regular facilities inspections
  • Assist with the compliance of health and safety standards
  • Monitor and back up from time to time assist with reception duties, i.e. greet visitors, answer telephone screen and direct calls, reserve and set up conference rooms
  • Negotiate contracts to optimise delivery and cost saving
  • Coordinate and monitor activities of contract supplies
  • Manage and review service contracts to ensure facility management needs are being met
  • Ensure delivery schedules, quantity and quality criteria are met
  • Generate and present regular reports and reviews of facility-related budgets, finances, contracts, expenditures and purchases
  • Develop and implement cost reduction initiatives
  • Advise on and monitor energy efficiency
  • Report and respond to equipment alarms and system failures
  • Provide prompt response to requests and issues from staff
  • Check completed work by contractors and vendors
  • Plan and monitor appropriate facility management staffing levels i.e. outsourced help
  • Monitor expenses and payments to suppliers
  • Plan and update training in all aspects of First Aid, Fire Safety and Heavy Lifting
  • Plan and conduct inductions on all staff and visitors to the practice in relation to Fire Safety
  • Plan and conduct weekly Fire Testing and bi annual Fire Drills across the practice

Personal Specification

Essential

  • Trained on modern systems and preferably with experience in a professional office or similar work background.
  • Prior office services and customer service experience preferred
  • GCSE level standard of education including Maths and English .
  • Work with minimum supervision using own initiative

Desirable

  • Higher level of education to the equivalent of A Levels and/or College Degree
  • Proven working knowledge of electrical and mechanical systems
  • Proven sound knowledge of health, safety and environmental regulations
  • Proven experience in facilities maintenance and all facets of facility operation
  • supervisory experience
  • Proven familiarity with computer operating systems and database technology
  • Law firm experience preferred

Competencies

  • Communication skills
  • Planning and organisational skills
  • Negotiation skills
  • Analytical skills
  • Administration skills
  • Decision-making
  • Good judgement
  • Adaptability
  • Team work
  • Interpersonal kills

For more information on this role, please contact stephanie@acs-recruitment.co.uk