Invest in our people
Lead by example
Challenge the norm

Office Manager

Vacancy Salary £Competitive
Vacancy Location Leeds
Mergefield Title {Mergefield Value}
Mergefield Title {Mergefield Value}

This is a Permanent, Full Time vacancy that will close in {x} days at {xx:xx} BST.

THE VACANCY

Reporting to:  Managing Partner

Across to:        Directors, Partners and Functional Heads          

 

Overview of Role:

This is a key role supporting the Managing Partner and the leadership team in delivering customer service excellence to customers, internally and externally, ensuring consistency and one RLB ethos is maintained.  Our purpose is to have fun, feel valued and make money forever! This is a fantastic opportunity to join a passionate team in a vibrant office and help us build and improve for the future as we continue to grow the business.

 

Key Responsibilities:

Overall responsibility for the Leeds office Operations management including office overheads budget.   Supporting the Managing Partner with delivery of the Leeds office business plan and overall business strategy; ensuring all business and office KPI targets under each area of the balanced scorecard are achieved by all units monthly.

 

Responsible for the efficient and effective delivery and/or coordination of all business requirements related to office functional representative roles (see below).  Main point of contact liaison with Landlord and all contractors.  Responsible for coordination, dissemination and implementation of any local and national business improvement projects.

 

Attend quarterly Practice/Office manager meetings, monthly operations meetings, chair regular local support staff meetings and attend any other meetings as agreed with the Managing Partner.

 

Line Management

Direct line management of Facilities Manager, Receptionist and Facilities Assistant.  Appointment and management of all temporary administrative staff.  Indirect line management of team secretaries’ coordination of cover for holidays and sickness and management of under/over-capacity.  Indirect line management of office functional representatives.

 

Operational responsibilities:

FACILITIES MANAGER AND FRONT OF HOUSE STAFF;

  • responsible for the efficient and effective Leeds office Facilities Management; daily point of contact; liaison with Landlord and upkeep of operating and maintenance manuals;
  • maintain efficient running/operation of office facilities including front and back of house (all lighting and electrical, printer, kitchen, storage, signage & noticeboards);
  • monitor stationery supplies, proactively manage and order in line with approved national core list, achieving best value and monthly KPI’s.  Notify business improvement team immediately of any issues with performance or supplies;
  • arrange all office contractors as necessary, checking competency and maintenance of all records;
  • promote clear desk policy, utilise storage and archiving effectively and efficiently;
  • maintain impeccable reception area always, removing any deliveries immediately out of sight;
  • manage cleaning staff;
  • maintain small stock of PPE; supply all new starters with all relevant PPE and maintain PPE register;
  • assist with office events, ensuring all requirements are understood, planned and managed to aid successful outcomes;
  • all telephone calls to be answered within 3 rings, adhering to RLB’s customer service excellence principles with every call;
  • greet all visitors in line with RLB customer service excellence principles;
  • manage meeting room bookings and in-house lunches; proactively deal with potential conflicts and offer practical solutions, keeping all stakeholders involved;
  • maintain all meeting room equipment, regularly testing and checking for issues;
  • monitor and supply consumables and refreshments for all meeting rooms, allow for clearing between meetings;
  • arrange printing and binding where necessary, obtaining best value;
  • book travel, hotels and car hire where necessary through travel management company complying with financial levels of authority;

 

OFFICE AND SUPPORT TEAMS MANAGEMENT

  • coordinate team secretaries: monitoring performance, and workloads, ensuring effective secretarial cover is provided daily, redistributing as necessary, including periods of holiday and sickness absence and covering front of house as and when required;
  • ensure brand guidelines are understood and followed by all support and technical staff and monitor documentation leaving the office is proof-read and signed off in accordance with ‘who signs what’;
  • promote, use of and monitor compliance with all business systems, providing guidance as necessary;
  • drive and improve efficiency and best practice to enhance operational/support services;
  • assist in the monitoring, updating and effective application of company policies and procedures throughout the support team; discuss ideas for improvement with relevant functional Partner and Business Improvement Partner;
  • ensure all CVs are regularly reviewed and updated, are in correct format and uploaded to Folio;
  • ensure staff Folio records are reviewed and updated regularly;
  • ensure telephones are answered in a timely manner, professionally and efficiently; all calls should be screened and announced;  
  • ensure all team secretaries are aware of the whereabouts of their team members by proactive diary management;
  • monitor timesheet completion; run regular reports ensuring monthly KPI is achieved.

 

HUMAN RESOURCE REPRESENTATIVE

  • induct all new, temporary staff and sub-consultants in accordance with the induction checklist ensuring all aspects are covered thoroughly, any issues should be reported to the relevant line manager immediately;
  • obtain office/building passes/keys and ensure weekend, lone working, and late working access, and procedures is understood;
  • take photographs of all new starters;
  • introduce all new starters to the office:
  • attend bi-monthly HR rep meetings collating views from and feedback to offices;

 

QA REPRESENTATIVE

  • provide guidance on all mandatory job management procedures;
  • monitor service reviews and attainment of monthly service KPIs;
  • complete audit reports and agree any corrective actions;
  • ensure timely closure and effectiveness of all identified actions;
  • report results and audit findings to local management team, provide updates at office communications meetings; 
  • attend bi-annual QA audits;

 

IT REPRESENTATIVE

  • advise on all office systems and equipment;
  • advise on printer pin release system and printing/paper policies;
  • advise on use of VC equipment;
  • advise on company policy regarding use of 3rd party portals, C drives and external drives;
  • assist with local IT issues – liaise with IT department as necessary;
  • update staff details on Global Address Book;

 

HEALTH & SAFETY (OSS) AND ENVIRONMENTAL REPRESENTATIVE

  • ensure all office H&S requirements are adhered to: H&S inductions; DSE assessments, fire training, emergency procedures and evacuation records, first aid, signing in/out records for all staff, visitors and contractors;
  • ensure all company H&S training is undertaken when due, advising central compliance team;
  • ensure monthly KPI’s are achieved;
  • ensure any issues arising from DSE assessments are dealt with by the central H&S manager and closed out quickly;
  • ensure all health, safety and environmental audit requirements are met;
  • attend internal and external H&SE audits;
  • agree office environmental objectives, disseminate, monitor and report progress quarterly;

 

FINANCE REPRESENTATIVE (this is a mix of staff at different offices)

  • request credit checks on all new customers;
  • complete customers’ (accounts) record and contact details on Folio (internal system);
  • complete fee forecast with all Ops, Close and Wins and regularly review and update status;
  • consult fee forecasts and prepare draft invoices for approval;
  • prepare all final sales invoices for despatch by no later than 25th of each month;
  • code and note any fee splits on office copy invoice and send to Accounts in Birmingham;
  • scan or file hard copy office invoices;
  • update fee forecast;
  • update fee daybook, reconcile and send to Accounts;
  • maintain purchase order ledger;
  • complete purchase orders for all purchase invoices;
  • send purchase ledger to Accounts monthly;
  • complete petty cash ledger and send to Accounts monthly;
  • review office expenditure, identifying trends or increased costs;

 

Person Specification:

  • Previous experience in a similar role is essential
  • Excellent communication skills, both written and verbal
  • Proficient to advance level in all Microsoft applications including Outlook
  • Excellent organisational and time management skills
  • Have a good eye for detail and attention to detail
  • Be highly responsive, able to act quickly and decisively
  • Ability to use own initiative as well as lead and motivate and work as a team
  • The ability to work under pressure to meet deadlines
  • A high standard of personal presentation, self-motivated
  • Drive internalisation of business processes to achieve a real ‘quality’ culture
  • Health and Safety, and environmental management awareness
  • An analytical and methodical approach to problems
  • Maintain or enhance the self-esteem of others
  • Do something to move forward, don’t walk past – A ‘can do attitude’
  • Possess a customer focused approach, deliver customer service excellence.

 

 

At RLB, our aim is to create and enhance an inclusive workplace culture where diversity is not only accepted but valued and built into our company culture, creating opportunity for all. In order to support this, we recognise the importance of flexible and agile working and are open to having conversations on how this could work for you and our business from day one.

If you require any reasonable adjustments to support you during any stage of the application or interview process, please contact our recruitment team at: recruitment@uk.rlb.com

 

ABOUT US

Confidence today inspires tomorrow

With a network that covers the globe and a heritage spanning over two centuries, Rider Levett Bucknall is a leading independent organisation in cost management and quantity surveying, project management and advisory services.

Our achievements are renowned: from the early days of pioneering quantity surveying, to landmark projects such as the Sydney Opera House, HSBC Headquarters Building in Hong Kong, the 2012 London Olympic Games and CityCenter in Las Vegas.

We continue this successful legacy with our dedication to the value, quality and sustainability of the built environment. Our innovative thinking, global reach, and flawless execution push the boundaries. Taking ambitious projects from an idea to reality.

RLB has released the 2022 edition of Perspective, a compilation of insights from members of the RLB team around the world.

At Rider Levett Bucknall doing the right thing matters and we believe we all have a responsibility to support the communities in which we live and work. Our global values are based on the following insights:

People

Promote fairness, equality of opportunity and well-being, invest in our people and value everyone’s contribution.

Industry

Lead by example and shape the future of our industry in everything we do.

Community

Support the communities in which we live and work and deliver sustainable social outcomes.

Customers

Challenge the norm, give fresh perspectives and deliver flawlessly.

Environment

Reduce our environmental footprint and collaborate to reduce the environmental impact of our industry.

Workplace

Provide an inclusive, safe working environment.

Business

Act with integrity, honesty and fairness in all our relationships.

Shareholders

Be a self-owned organisation, be financially robust, and deliver agreed financial plans.

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