Facilities and Office Manager (3 month FTC) in London

Role summary

Reporting directly to the Chief Operating and Commercial Officer (COCO), this role holds end-to-end ownership of CF's facilities, office and IT environment across all our geographies, with the authority to set standards, control budgets, and hold suppliers and the wider team to account.

The role operates across all of CF’s geographies, currently the UK, Ireland and the Kingdom of Saudi Arabia (KSA), with further geographies anticipated as the company grows, and is accountable for ensuring a consistent and high-quality working environment and IT provision in every location.

The role has a direct report, the Facilities & Office Management Assistant who supports the daily running of the office and ensures standards are maintained.

Responsibilities

• Strategic and business planning
• Assess the facilities and office requirements to underpin the corporate strategy
• Keep abreast of industry practice on creating excellent working environment and assess the adaptions CF should be making
• Collaborate in the business planning process, planning facilities and office management requirements, preparing budgets and options
• Set annual business goals for the team and quarterly OKRs to enable a high-performing function and team.
• Office management
• Assess and secure the best offices for CF, creating an attractive and productive working environment for all staff.
• Work across all geographies, in collaboration with local staff as relevant
• Always maintain a professional working environment, ensuring the Facilities Management Assistant proactively fulfils the daily tasks, and filling in when necessary
• Collaborate with the wider CF team to ensure their duties to creating a positive working environment
• Serve as the main point of contact for the CF Leadership Team regarding all building facilities and queries relating to our office space(s)
• Ensure that office processes and systems are maintained to provide a seamless work environment for employees and guests; this includes visitor and resource management (e. g. desk and meeting room bookings)
• In the UK, oversee inventory management of office supplies, kitchen goods, equipment and refreshments maintaining high standards, delighting team members and making cost-effective use of resources.

In other geographies, ensure there is appropriate local support.

• Organise the distribution of incoming and send outgoing mail for CF, ensuring the highest levels of discretion
• Oversee our physical learning resources, with support from the People Team to ensure employees have access to materials that support continued development
• Organise events and hospitality for both internal and external stakeholders
• Identify improvement and maintenance requirements and coordinate office changes to minimise disruption to the work of the team
• Manage relationships with contractors, suppliers, and service providers, ensuring high standards are met
• Monitor and manage office costs within the set budget, contributing to a cost-effective operation
• Remote working environments
• Keep abreast of the remote working environment that client delivery teams are based in and support them in working effectively
• Provide assistance to support effective remote working covering internet accessibility, technology and equipment
• Maintain CF’s home working policy and the offer for equipment purchases and budgets to facilitate this, understanding and monitoring the tax implications of this policy
• Information technology
• Assess the IT needs of the company across all geographies to enhance effectiveness and efficiency and create an excellent working environment for employees
• Review IT service support requirements, procure and manage contracts for support ensuring high standards for employees and excellent value for money for the company
• Set and manage IT budgets each year, taking account of corporate strategy, business goals, the needs of staff, licenses, software, security issues and audits needed to meet legal requirements
• Work closely with our IT service provider to improve our systems, review security reports and act on issues with urgency with the support of the Chief Operating and Commercial Officer
• Purchase all IT equipment working with the Apple Account Manager to secure the most cost-effective plans and to remediate any issues that arise
• Manage the phone network provider costs for contracts and make adjustments to contracts for specific needs
• Establish effective management of CF’s equipment, ensuring the timely issuance of equipment to new joiners and the return of equipment from leavers, working with our IT support service to continuously monitor and ensure correct equipment supplies
• Manage the resale and/ or donation of used equipment to employees leaving the business or to not for profit companies.
• Knowledge management
• Own the knowledge management strategy and plan for company which facilitates staff to deliver consulting excellence whilst maintaining required confidentiality and information governance standards
• Protect the intellectual property that CF creates through the establishment of systems and processes that recognize its value
• Monitor adherence to the knowledge management strategy and provide management information to the leadership team via Share Point to enable compliance
• Manage the legal requirements associated with knowledge management
• Continuously update Share Point’s structure to improve the sharing of knowledge and communications
• Work with the commercial and leadership teams to ensure compliance against the requirements of the closedown of projects.
• Policies, risk management and audits
• Review and maintain company policies associated with the facilities and office management brief covering working environments, technology and equipment
• Own the company contingency plan and cybersecurity policy
• Provide operational leadership supporting the Chief Operating and Commercial Officer for facilities and office management in the event of an incident
• Support the ISO audits as needed
• Ensure the company is meeting ISO standards related to IT and office management, including environmental standards
• Identify and obtain accreditations that would enhance the operations and reputation of CF with clients and employees.
• Team leadership and development
• Cultivate and lead a high-performing team, encouraging collaboration, excellence, innovation, and a culture of ongoing learning and growth
• Be the line manager to the Facilities Management Assistant
• Delegate tasks effectively to direct reports and other team members, considering capabilities, development goals, and capacity
• Collaborate with teams across the business, including the administration team, the CEO’s office, the data innovation team, the finance team, and the people team.
• Corporate communications
• Use corporate systems or forums to actively engage with all staff on the effectiveness of facilities and offices
• Proactively communicate plans, building awareness of planned changes and any disruptions that may be caused
• Gain and leverage feedback for making improvements to the working environment and ensure staff understand the relationship between feedback and action

Requirements

The requirements of the role will include, but are not limited to

• Mandatory
• At least 2 years experience leading facilities and office management
• Excellent organisation and prioritisation skills, able to work autonomously and balance competing demands
• Strong written and verbal communication
• Strong stakeholder management skills, confident engaging with senior leaders
• Strong problem solving skills and ability to learn new things quickly
• Familiarity with the Microsoft suite, including Microsoft Teams

Desirable

• Experience procuring and managing IT services, contracts and suppliers, and setting and controlling IT and office budgets
• Experience operating across international geographies (e. g. Ireland and the Kingdom of Saudi Arabia or the wider Middle East)
• Familiarity with Apple / mac OS device management
• Line management experience
• A strong record of managing supplier and contractor relationships and negotiating value for money
• Knowledge of ISO standards (e. g. ISO 27001 and ISO 14001) and experience supporting audits and accreditations
• Experience with Share Point and knowledge or information management
• Understanding of cybersecurity, information governance and business continuity planning
• Experience within a professional services or consultancy environment
• Our Commitment to Diversity & Inclusion

We are committed to building an inclusive and supportive culture where diversity thrives, and all our people can excel.

We only recruit, promote and reward our people based on their skills and contribution, without regard to gender, race, disability, religion, nationality, ethnicity, sexual orientation, age, marital status, or other characteristics.

We are Disability Confident Accredited, and we want you to feel comfortable and able to perform at your best in the recruitment process, if you require any reasonable adjustments for any part of the recruitment process, please let us know.

Benefits

• We offer a competitive and flexible reward package designed to support you at work and beyond it.

You will benefit from a generous holiday allowance that grows with your career (minimum of 25 days), a strong employer pension contribution, and the freedom to tailor benefits to suit your lifestyle, from wellbeing and fitness to financial protection.

• We are committed to supporting life’s important moments, with enhanced family leave, income and life protection, and access to practical benefits that make everyday life easier, such as interest‑free loans and travel support.
• Your wellbeing matters to us.

You will have access to a comprehensive wellbeing and employee assistance programme, preventative health benefits, and initiatives that support an active, balanced way of working.

• Above all, we invest in our people; offering flexibility, security, and benefits that grow with you, so you can do your best work while building a sustainable and rewarding career.
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