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Office Manager
Stirling
Office Based
Full Time
Permanent
Ref: REQ002726
XPS Group is a leading UK consulting and administration business specialising in the pensions and insurance sectors. At XPS, our vision is to create a vibrant place to work where difference is recognised as a strength and where talented people can flourish and achieve their highest potential.
Our Facilities Management and Procurement business continues to grow and we are now looking for an experienced office manager to join our vibrant office with hybrid working. This is an exciting role and would most likely suit someone with previous experience in a similar office management role where they have gained knowledge and experience of managing a busy office.
The Office Manager is seen as the internal 'Owner' of the office and workplace environment with accountability to FMP Leadership. This role is fully office based with occasional travel in the UK. We expect the Office Manager to be on site 5 days per week.
The Role
As an Office Manager with XPS you will:
Office Management and Administration
* Day to day management of the office, ensuring everything runs smoothly for staff, clients and visitors.
* Placing purchase requisitions in Procurify for FMP related goods and services including receipting and dealing with invoice queries.
* Working closely with the Office Head on local and national initiatives such as staff surveys, quarterly office briefings, etc.
* Taking part in regular team meetings with the wider FMP Team.
* Manning the reception desk, signing in visitors, managing the onsite meeting rooms, booking lunches, providing refreshments and clearing rooms.
* Booking of corporate travel for staff as per the Employee Expenses and Travel Policy.
* Providing secretarial support to the office, creating and amending documents as required, and managing the post room, including using a franking machine.
* Answering switchboard calls and redirecting queries to appropriate teams.
Facilities Management
* Management of local facilities suppliers, ensuring site services are carried out as they should be (cleaning, security, shredding etc.).
* Liaising directly with landlord on any local building issues, attending meetings as appropriate.
* Liaising closely with the FMP team for larger projects such as office moves and refurbishments.
Financial and Procurement
* Monitoring and reconciling the local premises budget, approving invoices and site corporate credit card holder.
* Work with the FMP team in setting site budgets. Providing a comprehensive list of capital works, upgrades, increased costs, new services required etc.
* Ordering supplies, ensuring the office is fully stocked with fruit, stationery, consumables etc.
* Conducting RFP's for goods and services in accordance with guidance from XPS Procurement.
Events
* Arranging client events, sourcing associated venues, booking restaurants etc.
* Arranging staff socials such as Christmas parties, summer parties etc. Managing budgets closely.
* Ordering food and drinks as well as dressing the office for staff and client events.
Health & Safety / Audit
* Health & Safety SME for the office - Responsibility for site Health and Safety carrying out XPS policies and procedures. Managing DSE assessments via our platform Vitrue Health, supporting external contractors with audits such as Fire Risk Assessments and keeping all local records.
* Working with the central Risk team to ensure that accurate records are maintained for audit purposes and assisting with the audit program.
* First Aider, Fire Marshall and Mental Health Ally for the office.
Your profile
Essential Criteria
* Previous experience in an office management or property services role.
* Minimum grade 4/C Maths and English GCSE (or equivalent).
* Live within a commutable distance to the office.
* Proactive, flexible, adaptable, and able to take initiative.
* Ability to multitask and stay calm under pressure.
* Excellent written and verbal communication skills.
* Strong organisational, planning and prioritisation skills.
* Computer literate to advanced levels in Microsoft Office including Word, PowerPoint, Excel, Teams and Outlook, with proven strength in document and presentation formatting and mail merge.
Desirable Criteria
* Experience of project related activities, including office moves, refurbishment etc.
* Relevant qualifications to assist in property services matters such as First Aider, Fire Warden, Health and Safety etc.
What we offer:
* Competitive salary
* Participation in annual discretionary Bonus Scheme
* 25 days holiday plus flexibility to buy or sell holiday
* Flexible Bank holidays
* Pension scheme, matching contribution structure
* Healthcare cash plan
* Flexible Benefits Scheme to support you in and out of work, helping you look after you and your family covering Security & Protection, Health & Wellbeing, Lifestyle
* Life Assurance cover, four times basic salary
* XPS Rewards (offers High Street discounts and savings from retailers and services providers as well as offers available via phone)
* Employee Assistance Programme for you and your household
* Access to a digital GP service
* Paid volunteering day when participating in Company organised events
* Staff referral scheme when you introduce a friend to XPS
What next:
If you feel XPS could be the next step on your career ladder, please apply directly via the links provided and we look forward to learning more about you. We will consider all applicants and respond swiftly.
Please discuss with the recruitment team, via phone or email, if you require any adjustments to the recruitment process.
The successful candidate will need to demonstrate the following requirements:
* Right to Work confirmation
* DBS Disclosure check
* Employment or educational references covering five years
* Satisfactory credit check
We continuously strive to build an inclusive workplace where all forms of diversity are valued, including age, background, disability, gender, gender identity, gender expression, race, religion or sexual orientation.
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