General Office and Facilities Manager

SMB are looking for a new General Office and Facilities Manager to join us in the West End of London.

The Role

This role has three main responsibility areas:

General Office Management

To oversee and be responsible for the management and development of our General Office / Reprographics team. To provide a central service to the firm to ensure efficient and high quality delivery of printing and reproduction of documentation. To provide outdoor clerking assistance to the firm in a proactive and professional manner.

Health & Safety

To work with the Business Operations Manager to ensure all points of Health & Safety within the firm are met.

Facilities

To work with the Business Operations Manager to ensure efficient running of the firm’s facilities department.

Key Tasks and Responsibilities

General Office Manager

Duties to include undertaking and managing the following administration support for all departments, together with any other appropriate tasks that may be identified from time to time.

Day to day management of the general office team to include but not limited to:

  • Appropriately delegating tasks and managing workloads within the team
  • Managing personnel and operational issues within the team
  • Reviewing team processes and procedures and implementing changes where needed to optimise working practices and quality of service to the business
  • Ensuring all processes and procedures are correctly followed within the team including in line with any firm policies/procedures and court requirements.
  • Conducting performance reviews and day to day line management
  • Ensuring adequate resources are in place at all times
  • Acting as business liaison for the department and its services

Assisting the general office team to carry out administration support for all departments to include but not limited to:

  • Processing, scanning and distribution of post
  • Scanning, printing and copying documentation when required
  • Delivering by hand
  • Attending Court to pay fees, lodge documentation
  • Banking cheques / collecting cash from bank (on the instruction of Finance)
  • Archiving closed files
  • Reducing storage, where possible, in the office
  • Redoing old case files, where possible, held with our storage company.
  • Destruction of confidential waste in the office
  • Setting up meeting rooms / atrium area for meetings and events.
  • Franking and sending out any post by service needed including DX, by hand, special/recorded delivery
  • Liaising with team secretaries to reduce files held in meeting rooms/office floor.
  • Bind / laminate documentation
  • Management of firm stationery stock levels
  • Management of paper for printers and liaising with the IT department regarding any printer issues

Health & Safety Officer

Assisting the Business Operations Manager to ensure all aspects of Health & Safety regulation within the Firm are met. Duties to include but not limited to:

  • Liaising with third parties for employee first aid training
  • Liaising with third parties for employee fire warden training
  • Ensuring appropriate electrical tests are carried out at required times
  • Ordering repairs for unsafe and/or damaged equipment
  • Keeping accident record book up to date
  • Ensuring adequate number of fire wardens and first aiders on the premises at all time

Facilities

Duties to include the following support to the Business Operations Manager, together with any other appropriate tasks that may be identified from time to time.

  • Liaising with third party suppliers (e.g. stationery)
  • Working with our Environmental committee on sustainability initiatives
  • Reviewing reprographic department contract costings (e.g. storage) and liaising with Business Operations Manager regarding opportunities

Skills Required

  • Excellent managerial and customer service experience within a general office or facilities role in a professional services environment (2 years+)
  • Health and Safety skills preferred but not essential
  • Demonstrate a willingness to learn and enthusiasm for the role
  • Strong attention to detail
  • Ability to plan, prioritise and work on a number of different tasks and projects
  • Ability to be able to work under pressure and to tight deadlines
  • Ability to be able to use the firm’s systems and equipment including appropriate filings on iManage as regards each client matter
  • Good organisational and teamwork skills including liaising with other departments to complete your tasks
  • Good written and oral communication skills

If you are interested in the role, please send your CV and covering letter to Chloe.Gunn@smab.co.uk.