Reception / Facilities Manager

This job is brought to you by Jobs/Redefined, the UK's leading over-50s age inclusive jobs board.

Job Description

JOB SUMMARY

To provide efficient office and facilities management for the Fetter Yard office.

Candidate Profile

Experience

• Previous office management experience required - particularly in management of contracts and Service delivery levels.
• Previous administrative experience essential.
• Previous experience in roles with organisational responsibilities required.

Skills and Knowledge

• Strong communication skills (verbal, listening, writing)
• Previous user of Outlook, Word, Excel or similar business applications.
• Accurate spelling and grammatical skills essential. Good literacy necessary, must be able to work with contracts and policies.
• Highly organised and efficient approach required; strong attention to detail
• Ability to manage varying needs and able to prioritize tasks to ensure best business results
• Ability to communicate effectively to all levels of associate within the business.
• Self motivated and able to work without close supervision.

Education or Certification

• High School completion or equivalent required; preferably with an administration / business studies qualification.

Business Results

Technical Expertise (Learning and Applying Personal Expertise)

The following are specific responsibilities and contributions critical to the successful performance of the position:

Office Support

• Reception duties - meet & greet guests, provide office tours, manage switchboard
• Order & maintain appropriate stationary & consumable supplies
• Deal with all issues relating to photocopiers/printers
• Assist with organising and setting up associate events - Takecare, Associate Appreciation Week etc
• Be the day-to-day contact person for all 3rd party service providers
• Manage & maintain electronic record systems
• Conference room scheduling and servicing
• Management of associate security passes - issuing of new passes, de-activation of leaver passes
• Assist with workstation moves
• Process invoices via Peoplesoft Accounts Payable
• Supply and monitor Out of Office keys & Security cards
• Ensure training for out of office security access and lone worker devices
• Managed P-Card & Corporate Card to the value of £5000
• Upload card payments onto Financial Systems

Facilities & Health & Safety

• Maintain & liaise with housekeeping contractor to ensure systematic housekeeping schedule to include cleaning services, carpet care, stone care, window cleaning and metal maintenance.
• Carry out monthly Electricity Supply Meter Readings
• Schedule maintenance/ repair work as necessary
• Undertake and maintain records for DSE Assessments and Fire Assessments/tests
• Management of Health and safety
• Maintain records for Fire Marshalls and keep Fire lists updated
• Manage First Aid stock & order supplies as required
• Undertake Induction/Health & Safety meetings with new associates
• Record any Accident at work issues & keep a log
• Liaise with Landlords re half yearly Fire Evacuation Drill
• Organise First Aid & Fire Warden training and keep records of certificates/ training expiry dates
• Arrange annual PAT Testing
• Carry out Office Risk Assessments

Post room

• Organize and sort the post/ scan post to the relevant departments.
• Collect and frank all post each afternoon and ensure collection is made.
• Take responsibility for deliveries and ensure items are delivered to associates or stored away.
• Ensure that wrongly delivered items are returned to supplier.
• Book couriers for associates as needed and ensure all invoices are followed up and coded.
• Monitor the postal spend and volume of how much post is sent out. Supply usage figures upon request.
• Distribute Special Deliveries to all departments
• Deal with courier disputes
• Top up Franking machine payments with P-Card
• Order consumables for franking machine and ensure all postal equipment is in stock.

Other

• Performs other related tasks as assigned by management
• Complies with Marriott International and policies and procedures
• Support with Audits where required

Marriott International is an equal opportunity employer. We believe in hiring a diverse workforce and sustaining an inclusive, people-first culture. We are committed to non-discrimination on any protected basis, such as disability and veteran status, or any other basis covered under applicable law.

About the Team

Marriott International is the world's largest hotel company, with more brands, more hotels and more opportunities for associates to grow and succeed. Be where you can do your best work, begin your purpose, belong to an amazing global team, and become the best version of you.