We are currently looking for an Office Supervisor to lead our Facilities team in Cardiff. The successful candidate will be responsible for the smooth running of the office, overseeing a team of two and ensuring health and safety standards are maintained. Due to the nature of the role, it is office based (Monday-Friday, 9-5).
Key Responsibilities:
1. Managing Facilities staff to ensure smooth running of the Reception service and the Client Suite.
2. Ensuring adequate staffing levels are maintained, and that work is prioritised and carried out to required deadlines.
3. Co-ordinating day to day maintenance requests from staff, and ensure the planned maintenance for the equipment and the building is maintained to the required standard.
4. Ensuring stationery and print stocks are always available as required and maintained at a minimum level.
5. Managing internal and where necessary external printing / photocopying tasks, prioritising deadlines and ensuring that the tasks are being performed to a high standard.
6. Managing the archiving and outside storage procedures to ensure the facility is maintained to the required standards including retrieval times.
7. Carrying out performance management and appraisals for the Front of House and Facilities staff, as and when required.
8. Assisting the Head of Premises and Facilities Management with the progressing of projects.
9. Liaising with the Head of Premises and Facilities Management to assist with any resource problems covering all areas.
10. Managing the administration and facilities budgets. Processing invoices in relation to contracts and suppliers ensuring these are reconciled, authorised and coded as necessary.
11. Collation of Facilities invoices on a firmwide level.
Health and Safety Responsibilities:
1. Managing Health and Safety on a day-to-day basis; implementation of health and safety procedures, precautions, controls and audits.
2. Undertaking risk assessments within the office.
3. Ensuring good standards of housekeeping.
4. Ensuring COSHH data sheet information is kept up to date, as appropriate.
5. Ensuring statutory inspections are carried out (eg lifting equipment).
6. Arranging for planned maintenance of work equipment with records kept.
7. Monitoring approved contractors to ensure that they operate in accordance with any legal requirements and the Firm's policy.
8. Ensuring fire safety equipment is maintained as required by the fire risk assessment.
9. Ensuring that fire wardens and first aiders are appointed, trained and aware of their duties.
10. Carrying out accident investigations and notifying of accidents, if necessary.
11. Ensuring that the first aid boxes are full.
12. Organising evacuation drills and recording the Firm's performance.
Skills / Experience Required:
The selected candidate will have at least two years’ experience within an office management / supervisory role, ideally gained within a professional services business. Other skills should include:
1. Strong communication and stakeholder management skills.
2. Professional manner.
3. Highly motivated – confident taking responsibility, and effective at delegating to others.
4. Excellent interpersonal skills.
5. Attention to detail and analytical skills.
Seniority Level: Associate
Employment Type: Full-time
Job Function: Administrative and Management
Industries: Law Practice
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