Facilities Office Manager

The Office Manager is responsible for the efficient functioning of the office through a range of health & safety, administrative, financial and managerial tasks.

The Office manager's role is to ensure the smooth running of the office on a daily basis and will be responsible for the delivery of all of the above areas of responsibility. This will require the management and scheduling of a team, to meet the varying loads required throughout the day

Responsible for overseeing Health and Safety for site

Working closely with Head of Facilities to ensure the Health and Safety of site is managed and compliant

Carry out risk assessments

Attend quarterly Health and Safety meetings (travel may be required)

Budgets

Working closely with the Head of Facilities who will have sign off authority - create budgets for all areas within responsibility

First line approval of all spends - second line being the Head of Facilities

Statutory compliance

Ensure statutory compliance in all required areas within scope of responsibility

Service Levels

In conjunction with Head of Facilities and ROH develop and agree service provision and levels within all areas of responsibility

Process and Procedures

In conjunction with the Head of Facilities develop, implement and maintain documented processes to deliver the agreed service levels within all areas of responsibility.

Primary Contact / Help desk

Main contact and issue manager for all issues raised by the sites within scope of responsibility - escalation is to Head of Facilities.

Reporting

To meet monthly with the Head of Facilities. Date, agenda and reports to be agreed.

To produce monthly reports for issue to the Head of Facilities. These will be used for Board reporting. Date, agenda and reports to be agreed.

Procurement

Day to day administration & management of contracts / suppliers liaising with Contracts Manager as required

Requests for additional purchases outside of agreed contracts to be agreed with Head of Facilities for approval prior to ordering.

Property

To manage day to day issues with properties management agent(s) but ensuring Head of Facilities - who has overall responsibility for all properties is kept fully informed.

Some examples - but not exhaustive:

• Work closely with site ROH to deliver agreed service levels and support day to day running of the site including the housekeeping and health and safety management of the office
• Create and maintain office environment in line with our vision and values.
• Optimise use of space within each office.
• Provision and maintenance of security within site.
• Role in disaster planning.

Provision of service to Procurement of:

• Goods receiving

Maintenance of the Property

• First point of contact for issues
• Liaise with Head of Facilities to determine resolution route
• Other areas as required.

This list is not intended to be exhaustive and you will be expected to perform other duties and have other responsibilities that fall within the wider remit of the role.

About You

The office manager will have the following skills and experience: -

• Experience of development, management and operation of administrative systems and ICT packages including Microsoft Office software

• Management of H & S experience

• Excellent organisational and time management skills

• Ability to lead and manage other staff

• Ability to fulfil all spoken aspects of the role with confidence.

• Knowledge and understanding of managing people

• Ability to work under pressure and meet conflicting demands within deadlines

• Ability to communicate effectively at all levels

• Flexible and positive approach to change

• Willing to work as part of a team

• Professional and customer service orientated

• Ability to maintain a high level of confidentiality and discretion at all times

• Team player

• Polite, professional and enthusiastic manner

If you meet our criteria and think this is a job where you could bring enthusiasm and commitment, then we look forward to receiving your application.

Why work for us

Come and join our award-winning organisation and team. Weightmans has been recognised as a leading employer for the 18th consecutive year at Britain’s Top Employers awards 2025, and ranking 5th in the list, the firm has also secured top positions in Chambers UK.

Embark on this journey with Weightmans towards becoming one of the Top 30 UK Law firms.

Why work for us? Take a look: Work for Weightmans: voted a top employer | Weightmans

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