Infopro Digital group is recruiting an Office amp; Facilities manager on a part time basis to join our London HQ servicing all brands.
Infopro Digital is a leading player in the business-to-business information and services with 4,000 employees and over 100 brands covering Insurance amp; Finance, Automotive aftermarket, Construction, Retail, Industrials and the Public Sector.
The Group offers its customers and clients multi-media products and solutions. Software, trade-shows, databases, digital solutions, lead generation, analysis amp; insight, events and training helps customers and clients to:
- Improve their efficiency and productivity
- Make informed decisions faster with better insights on a daily basis
- Grow revenue by generating new business and sales opportunities
As a key member of the UK facilities/operations team- this person will be working collaboratively and closely with the Head of UK Business Operations to create a professional working environment for Infopro Digital: playing a key part in enhancing and projecting the Infopro Digital identity and image through their activities across our office.
As our Health and Safety ‘Competent Person’, you will need to possess the skills, knowledge, and experience to be able to recognise hazards onsite and help put sensible controls in place to protect colleagues and others from harm.
The role will involve face-to-face interaction with all members of staff daily and contractors on an ad-hoc basis.
Reporting into the Head of UK Business Operations Manager, who is responsible for ensuring the Facilities team meets business requirements, as well as Health and Safety legislation within our London offices.
This is a unique opportunity to work in growing business and, through close collaboration with other team members, to develop a skill-set relevant to wider Facilities Management roles.
Requirements
- Acting as first point of contact with Managing Agents
- Inspecting and checking all offices are in a good state of repair and good housekeeping
- Help obtaining competitive costings, proposals and recommendations for all works and seeking appropriate approval
- Work with the Head of Business Operations to ensure all annual Work Station Assessments are completed and make appropriate changes where necessary. Liaising with external consultants when further investigation is required and reporting findings back to Human Resources
- Assisting with management of all the companies hard and soft services
- Submitting weekly expenses for all purchases made within Facilities
- Acting as the Hamp;S ‘Competent Person’ for the London offices and ensuring that all regulations are maintained, up to date, and logged/recorded
- Complying with Health and Safety regulations to ensure that the building has trained First Aiders and Fire Wardens on site
- Receipt and distribution of all incoming mail amp; goods:
- Collect and distribute any mail/packages from loading bay each morning
- Ensuring deliveries correspond to notes and signing for checked goods
- Assisting with sending out urgent/important mail via the nearby Post Office
- Assisting with scanning of mail for HaynesPro every Friday (and help to post any physical mail they require)
- Responsible for the overall day-to-day running of the reception/front desk in line. This includes:
- Ensuring all visitors and staff are greeted in a friendly, positive, and professional manner
- Make sure kitchen stock levels are at the required level, ensuring best value for money and monitoring costs
- Daily early morning clearance of all Infopro Digital floor loading bay lift landings and ensure emergency exit doors are void of any obstruction
- Receipt and storage of company stationery, furniture and other items for Office Services and Facilities Department
- Working with HR and IT to ensure onboarding/offboard duties are carried out (including office tour/walk-around, etc.)
- General lifting and shifting as well as assisting the business with everyday ad-hoc needs
- Photocopier maintenance including toner change, clearing paper jams amp; keeping the paper topped up
- Setting up meeting rooms when required
- Assisting and working closely with the events team (e.g., help running internal events, set-up meeting rooms, carry goods down to taxis etc.)
- Daily maintenance walk rounds:
- Ensure all walkways and fire exits are clear
- General visual checks, e.g., leaks, items hanging off the wall
- Check fuses to all desktop modules at touchdown zones
- Have working knowledge of the security alarm / access control system
- Have working knowledge of the security