Office Services Manager

Job description / Role

Key responsibilities and duties:

Health & Safety Management
• Arranging daily safety and housekeeping inspections of each office to ensure safe conditions for staff, clients and visitors.
• Liaising with local fire authority with regard to fire precautions, confirming that all fire precautions are adequately maintained;
• Ensuring each office has adequate trained Fire/Emergency Wardens with necessary equipment to identify them as such; organising, arranging and co-ordinating the activities of these staff
• Ensuring that all accidents and positive interventions are appropriately reported, recorded and investigated; informing the management of all serious accidents
• Organising and arranging the undertaking of statutory risk assessments required under local health and safety regulations;
• Providing electrical installations to the office that are safe, and arranging for appropriate inspections and regular PAT testing;
• Organising and arranging the undertaking of statutory risk assessments required under local health and safety regulations
• Maintaining Business Resumption Plans, ensuring regular testing and enacting
• Co-operating with Group, regional and unit safety advisors in carrying out safety audits and inspections and acting on instructions issued by them.

Office and Facilities Management
• Acting as first point of contact with Landlords’ and their staff, with regards to any issues relating to our leases
• Ensuring all office security protocols and processes are in place and comply with Group Directives
• Creating, implementing and monitoring an annual Office Services Plan to plan all activities and outputs, avoiding any crisis management, ensuring that all activities and outcomes continue to be of value to the business
• Managing procurement of all goods and services provided by equipment and material vendors/suppliers to office premises as per MM guidelines including: stationary, office furniture, fixtures and fittings, vending machines, kitchen supplies, cleaning services, maintenance contractors, fit-out contractors, vehicle leasing/purchase, vehicle maintenance and repair and travel agents etc.
• Carrying out due diligence so that only competent contractors are engaged to work on Mott MacDonald premises ensuring that such contractors enact safe working practices, personally monitoring their work to confirm compliance and ensure that do not present a risk to themselves, Mott MacDonald staff/visitors or the general public
• Providing adequate, safe electrical installations in each office for the business to operate
• Co-ordinating space allocation and determining best way to utilise and arrange given physical space taking into account business requirements and available budget
• Planning, co-ordinating and directing the office services team to provide a broad range of services to allow the business to operate at peak efficiency including, but not limited to: immigration/PRO services, premises and facilities management, office maintenance and security, reception and transportation services, mail collection/distribution, stationery, printing/copying, recycling, office cleaning etc. setting service levels/ goals for the department accordingly;
• Actively managing, coaching and developing the office services team, ensuring development plans are in place
• Monitoring budgets for office services and consumables, analysing ways to reduce costs and proactively pursuing alternatives that could reduce costs to the business without affecting or compromising quality
• Arranging and taking the lead on regular internal office events such as briefings, presentations and announcements and office arrangements for Board/Client meetings and other functions.

Requirements

• Educated to Diploma level
• Already based in the UAE with proven office management experience in a similar role with at least 3 years’ GCC experience
• Solid communication skills in both written and spoken English
• Sound interpersonal skills with ability to build and maintain effective working relationships with colleagues, other support functions; vendors/suppliers and government authorities etc.
• Experienced in handling a wide range of administrative, office and facilities management tasks with ability to work independently, obtaining desired results with little or no supervision
• Highly organised with strong, forward-planning and time management skills to prioritise and organise the office management teams and their workload;
• Numerate with excellent level of accuracy
• Attention to detail with problem-solving skills
• Ability to multi-task and work under pressure
• Ability to be resourceful and proactive in dealing with issues/obstacles that may arise at any time
• Proficiency in Microsoft Word, Excel, PowerPoint and Outlook
• Strong customer focus
• Proactive, enthusiastic, with a conscientious working nature, hard-working, punctual and reliable
• Positive, resourceful and flexible with a proactive solution-focussed attitude.
• Patience and a calm disposition.
• Valid UAE driving licence with access to a vehicle

About the Company

The Mott MacDonald Group is a diverse management, engineering and development consultancy delivering solutions for public and private clients world-wide.

Mott MacDonald's uniquely diverse 1 billion global consultancy works across 12 core business areas.

As one of the world's largest employee-owned companies with over 14,000 staff, we have principal offices in nearly 50 countries and projects in 140.