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Facilities Office Manager support role assists and supports facilities team members to complete significant organisational and administrative tasks to ensure the smooth running of the department. The Office Manager is the Primary customer facing role of the department.
This role is independently responsible for the efficient and compliant administrative operation of the department including procurement and monitoring and maintaining systems for statutory and organisational compliance. This position has individual sole responsibility for the departmental documentation library and compliance filing system for both internal and external services.
Responsibilities and Tasks of the Office Manager function:
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Design and establishment of administrative systems to ensure timely monitoring and notification for facilities related matters.
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Procurement Monitoring and Support including sourcing for best value in the market and liaison with vendors, establishment and maintainence of Schedule of Rates.
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On calls, emails jobs on the helpdesk database utilising helpdesk software. Calls/jobs may be received by telephone, message, email or in person
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Manage end user building management system functions such as timings and space bookings.
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Manage, Maintain and have responsibility for the Facilities library and filing system - For both hard and soft copy documents.
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Updating of site specific files and other documentation, i.e. OMMs, drawings (bound & soft)
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Systematic Monitoring of Compliance - Internal and External - Safeguarding, H+S, Licences.
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Management of Control of Departmental Policies and Procedure database.
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Contract Management/ Update Contacts/ Contractors List
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Maintenance Master Schedule List - Updating and managing the progress of works around the campus. Taking ownership of the PPM schedule & Reactive Maintenance jobs thus ensuring that all tasks are completed in line with the service requirements.
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Manage work order allocation with respective facilities team members
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Purchasing - Update Schedule of Rates through competitive quotations, source quotations and prepare tenders in according with the departmental, School policies.
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Updating asset history with works record sheets.
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Liaison with outside suppliers and vendors - Engineer/service reports are completed and filed in the appropriate location Database is maintained in terms of current specialist subcontractors i.e. contact details etc Tracking job progress against pre-determined KPI’s including maximum allowable response and rectification times and implementing escalation procedures.
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Report back to customers and internal teams on job progress and close out.
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Tracking and raising purchase orders and other related payment information against the departmental and school procedures. .
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Periodically inspect areas of the campus to insure all areas are kept in a neat, orderly, clean, safe, and efficiently operating condition.
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Maintain and refresh the electronic asset register (Asset Management System) to reflect the following:
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Asset/plant replacement details
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Disposal details of assets/plant & equipment
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Warranty details / Location of plant & equipment
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Suppliers & installers details
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Overseeing & updating the ‘on-call’ rota as required and recording of accurate time sheets in preparation for approval by the Associate Director
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Efficient completion of the Monthly Contract Report as directed by the Associate Director, Communication correspondence such as emails, letter writing, IM and telephone calls are followed up/completed as required.
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Monitors and controls allocated human and material resources and budgets for the school, associated revenue costs and all capital costs against the allocated budgets.
The above job description is only indicative of the broad set of duties and responsibilities. Distribution of tasks is assigned by the supervisor. Other tasks may be assigned on the job, as deemed necessary by the supervisor.
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