Office Facilities Manager

Lubbock Fine is a successful 22 Partner accountancy and tax advisory practice. We are also the founder member of the award-winning global network Russell Bedford International. Due to a period of considerable growth, we plan to expand our team to 200 members of staff this year. The overarching strategy of the firm at the heart of our success is our vision to 'redefine exceptional'. Now is a perfect time to join us to be part of that success and to help shape the future.

We have a diverse range of clients, both within the UK and around the world. Our specialist business desks look after clients in France, Portugal, India, the Middle East and Africa, we have business operations in the Cayman Islands. Our Dubai office, established in 2006, was one of the first to register as auditors with the Dubai Financial Services Authority.

Our clients cover a vast array of sectors including property investment businesses, natural resources, and renewable energy firms, the media & entertainment sector, technology, FCA registered firms, charities and large funds with up to £4bn in assets. With such a diverse client base our work is both challenging and gratifying and offers our people many opportunities to gain exposure to new industries, or to specialise.

Our leadership team is friendly and approachable, and they keep an open-door policy to interact with the LF team at all levels. Our Smart Working policy enables you to reasonably work when you want as long as you're in the office 5 days per week, ensuring that you have a high degree of autonomy over how you manage your time. This trust is rewarded with great performance.

We take CSR seriously and are heavily engaged in social mobility and charitable activities giving you the opportunity to give back. Employee wellbeing, flexibility and a quality working environment are at the core of the firm's values. We have an extensive range of benefits. LF understands that everyone will have different long-term personal goals. Consequently, each employee is able to develop a tailored development plan to help them reach their specific career goals. Some of our team members have been assisted back into industry and are now our clients. After a period of time with the firm we offer sabbaticals and international secondments within the RBI network firms.

Job Description: Office Facilities Manager

Reporting to the COO, the Office Facilities Manager will take overall responsibility of keeping the office properly maintained, clean and safe, whilst combining management tasks such as supervising contractors and more strategic responsibilities such as managing budgets. This includes liaising with suppliers or account managers with any issues, as well as Building Management or Maintenance on office issues.

Front of House Reception

• Ensuring that cover is in place on reception
• Ensuring meeting rooms are well presented and fully stocked and replenishing the marketing materials such as branded pens, pads and sweets
• Ensuring the Boardroom and other meeting rooms are opened up / closed as necessary
• Oversee the incoming and outgoing post process, companies house arrangements, couriers
• Book parking for clients, visitors, and suppliers
• Request bike passes to be created from building management

Building Maintenance

• Overseeing any building maintenance
• Keeping a register of how to handle issues within the office such as leaks, damage, toilet blockages, taps not working, building management contact details, managing agents
• Coordinate and oversee the work of contractors including quality assurance
• Fitout projects, how to order new office furniture
• Maintain register of all suppliers to include: Coffee machine, supplies, cleaning, milk, cleaning services
• In charge of building security including instruction of alarms
• Disposal of rubbish, recycling bins, normal collection dates and organising special one-time collections

Health and Safety

• Updating annually the office Health and Safety documents such as Risk Assessments, including office, fire and remote working
• Documenting the findings and keeping all health and safety documents up to date and reviewed on an annual basis
• Circulating Display Screen Equipment information and questionnaires to ensure all staff have the correct workstation set up for the office and at home
• Assisting with desk assessments, and ordering workstation support
• Working with People team to organise annual training courses for first aid training and fire warden training. As well as also sending e-learning to new starters to ensure they are compliant

Office Supplies

• Maintaining list all our office suppliers
• Keeping stock of office stationery, snacks and drinks to ensure that they are replenished on a daily basis
• Daily replenishment and clean of the coffee machine, ordering lunches for meetings
• Placing regular orders for sandwiches for meetings, this includes weekly meetings as well as ad hoc meetings
• Keeping the office printers full of paper
• Replenishing snacks and drinks in the Breakout area

Budgeting

• Creating and maintaining the Firm’s annual Facilities budget

Archiving

• Management of offsite storage, how boxes are filled, sent offsite, the logging system, and box recovery
• Overseeing the internal archive database and arranging the collection or delivery of archive boxes to the office

Projects

• Working on and driving forward various office projects such as office layout changes, office decoration, as well as implementing new policies and procedures
• Plan best use and allocation of space and resources for the office and employees

We'd love to hear from you if you have...

• At least three years' office management/facilities experience (preferably within professional services)
• Experience in line managing administration teams
• The ability to deal with conflicting demands
• Good written and verbal communication and able to work at all levels
• A responsible and flexible attitude to work
• The ability to work without supervision
• Self motivation and are a good team player

What we will offer you in return

A competitive salary as well as a fully comprehensive range of benefits to include:

• 26 days holiday per annum plus bank holidays
• Christmas bonus
• 4% or 5% pension (matched)
• Private Medical insurance
• Dental insurance
• Interest free season ticket loan
• Enhanced Maternity, Paternity & Shared Parental Leave packages
• Flexible benefits: including healthcare assessments, cycle to work, childcare vouchers, health cash plan etc
• Employee assistance programme
• Fresh fruit and snacks in the office every week
• Massage Angels every other month
• Holidays: 26 plus 8 bank holidays
• Annual away day and Christmas party as well as numerous other socials
• Annual wellbeing calendar with free seminars, freebies, lunch & learns
• A supportive working environment where development and progression are actively encouraged!