Office Manager

Office Manager
Document Number: Version no:Page

FG_HR_P.01 Form 08 1 Page 1 of 3

Review Date: 14/03/2024 Next Review Date: 14/03/2026
All copies uncontrolled if printed.

Job Description

Department/location: Future Industrial Services Midlands Division

Hours of work: 40 hours

Reports to: Senior Operations Manager

Holiday: 25 days plus 8 bank holidays PA

Other benefits: Company pension and bonus schemes, death in service benefit, private healthcare

General:

The Office Manager is a key role responsible for the effective management of the Midlands Division office

based in Rugby. You will be working directly with the Senior Operations Manager In this post as well as

working closely with Operations Managers and the Client Liaison Manager to ensure all work is completed

to exceed client expectations.

This role requires a proactive, “see it-sort it” attitude and a keen eye for detail and not being afraid to ask

questions. You will be responsible for ensuring the operations office runs smoothly and your team fully

complies with legal, company and customer HSEQ requirements.

Operations Support Duties

➢ To oversee and manage the operational support function within the Midlands Division.

➢ Managing the planning board to ensure it is kept up to date with relevant site activities and KPI data

completed.

➢ Overseeing cost effective accommodation for staff working off site.

➢ Overseeing hire equipment, ensuring it is removed from site as soon as work is completed.

➢ Overseeing the sourcing, issue, and recording PPE.

➢ Liaising with agencies for supply of temporary workers.

➢ Monitoring agency usage and expenditure in line with operational needs.

➢ Ensure customer KPIs are submitted in a timely manner by liaising with the site teams for the

effective collation of timesheets and job sheets.

➢ Assist the HSEQ and Sales teams with tenders with operational data as requested.

➢ Oversea fleet compliance, driver’s hours & working time records alongside the Transport Manager.

Supporting Client Liaison Manager

➢ Ensure the efficient management of customer enquiries and coordination of quotations in the

absence of the Client Liaison Manager.

➢ Collect work sheets and compile charge sheets for review to ensure the timely submission of invoices

and the relevant checks are made prior to issue.

People Management

➢ Line management of operations support team.
➢ Support in the recruitment of new team members.
➢ Develop staff personal skills and capabilities through ongoing mentoring, training and development.

Office Manager
Document Number: Version no:Page

FG_HR_P.01 Form 08 1 Page 2 of 3

Review Date: 14/03/2024 Next Review Date: 14/03/2026
All copies uncontrolled if printed.

Commercial Responsibilities

➢ Issuing of purchase orders correctly and in line with company procedures.
➢ Detailed and continual reviewing of operational cost, including hotels, PPE and hire costs.
➢ Assisting the Senior Operations Manager in carrying out any relevant functions or required duties.
➢ Assisting the GM/IS Director in carrying out any relevant functions or required duties.
➢ Ensure that site commercial reporting is maintained, communicated and reviewed with the Senior

Operations Manager regularly.

General H&S Responsibilities:

➢ Comply with Health & Safety requirements: as per training, policies, procedures, risk assessments,
method statements, safe systems of work etc.

➢ Actively seek to improve safety culture.
➢ Report any H&S issues/accidents/near misses to your line manager immediately.

Other General Responsibilities:

➢ Maintain the physical security of FIS equipment in your possession along with any goods transported
in accordance with Company Security policies.

➢ Maintain the security and confidentiality of Company information and data in accordance with
Company IT Security and Data Protection policies.

➢ Attend training as required to maintain personal qualification/competence.
➢ Comply with the Company Equal Opportunities Policy and promote equality.
➢ Any other duties as required by line management, commensurate with the post holder’s level of

training and competence.
Person Specification

How
Qualifications/Training E / D*

assessed***

L5 qualification in Business D CV

L5 qualification in Administration D CV

IOSH Managing Safely E** CV

Experience

At least two years’ office experience D CV/I

Customer service experienceE CV/I

Experience of managing a team D CV/I

Specific Post Knowledge/Skills

Good user level of MS Office (word, excel, outlook) E I

Knowledge of Gatehouse / Weighsoft softwareE**I

Experience of finance software (e.g. MS Nav) E** I

Personal Characteristics

Professional attitude E I

Ability to get the best from a team; hands on approach to managementEI

Ability to work on own initiative and within a teamEI

Keen to develop knowledge within the industry E I

Office Manager
Document Number: Version no:Page

FG_HR_P.01 Form 08 1 Page 3 of 3

Review Date: 14/03/2024 Next Review Date: 14/03/2026
All copies uncontrolled if printed.

***Application Form or CV (CV); Interview (I); Presentation (P); Practical Assessment (PA)