Office Supervisor (Part-time)

GVA Grimley Limited
26000 Full-time
10 Oct 2017
21 Oct 2017
Contract Type
Full Time
Working Hours (Mon to Friday 12.30 to 17.30) Overall Purpose of Job The Office Supervisor provides a spectrum of services from highly customised to general office support. Overall, we expect the individual to deliver excellent customer service to a client with a strong focus on teamwork and delivery excellence. It is paramount that the Office Supervisor will need to develop a close working relationship with their counterpart to ensure consistent service delivery. The nature and culture of the organisation requires every individual to be passionate about outstanding client service delivery, first class internal customer service, flawless teamwork and individual performance excellence. Main Duties, Responsibilities & Accountabilities This role will include a variety of tasks including the following: Delivering Customer Service Excellence - Provide a professional welcome to all staff, clients and visitors to the building. - Ensure smooth running of day to day operations of the office space and ensure customer expectations are met on service and quality. - Manage shared email inbox, responding promptly to customer requests and queries. - Promote a safe and healthy working environment and ensure compliance with all Company policies and procedures; as well as client site policies, procedures and working arrangements. - Manage Client's visitor process and ensure strict adherence at all times. - Ensure stationery and hospitality stocks are maintained. - Carry out site inductions for new staff, visitors and contractors. - Management of the mail service and arrange couriers as required. - Management of the meeting room booking system; including ordering and delivering catering as required. - Monitor daily meeting room activity and proactively check meeting rooms are clean and tidy between meetings. - Provision of local audio visual support. - Log reactive maintenance jobs and monitor progress of job until completion. - Manage building incidents and risks to resolution and escalate as required. - Update and report on joiners and leavers process. - Produce monthly reports for the client including: security, visitors to site, hot desk usage, census information, cleaning consumables used. - Provide support to the cleaning team during the day as required, by clearing spillages and maintaining the kitchen area. - To provide regular liaison and timely feedback to the management team on all aspects of service delivery. - Provide cover when opposite shift Office Supervisor is away on planned and unplanned leave and absence. - Assist with events coordination as and when required. - Uphold the vision and values of the company and client in all actions and behaviours. - Any other reasonable duties as requested by your line manager. Financial Management - Financial Management - Raise purchase orders as required - Finance/Processing, chasing invoices, validation of invoices. Supplier Management - Liaise with 3rd party suppliers and contractors to ensure provision of effective services including but are not limited to cleaning, hygiene, vending, internal planting, M&E, window cleaning and Landlord services. - Escort contractors (as necessary) whilst on site and ensure the surrounding area is safe following completion of works. - Attend Service review meetings as required to discuss audits and proactively look to maintain/improve service levels and financial performance. - Complete office inspections including: - Cleaning quality audits - General H&S Inspections - Maintenance Inspections for building faults/issues (lights out etc.) Health & Safety and Risk Management - Act as HSESC with responsibility for health and safety within the office & promote safe working environment. - Liaise with Risk Management team to ensure completion of required H&S audits, processes and documentation. - Ensure effective completion of any corrective actions resulting from audits and document accordingly and update audit action plans to close out as required. - Carry out accident investigation and reporting as required. - Must complete fire warden duties, including fire coordinator in the event of an evacuation. This includes being first aid trained. Occasional support required at weekends or during the week outside of the core office hours to support operational requirements. Desired Knowledge, Skills and Experience Essential: - Previous experience of customer service or service delivery essential - Excellent Microsoft office skills including Word and Excel - Excellent organisational and communication skills Skills and Experience: - Excellent customer service skills. - A positive and warm approach is essential with excellent personal presentation. - Excellent written and verbal communication skills. - Ability to work unsupervised and take on responsibility. - Positive about change, with a flexible attitude to working practices and demands. - Attention to detail and presentation. - Ability to act decisively and remain calm under pressure. GVA are an equal opportunities employer.
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