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Salary As the Facility and Office Manager, you will be responsible for the efficient operation and maintenance of our HQ. Your primary duties will include overseeing facility management tasks such as negotiating contracts, developing and implementing maintenance plans, and ensuring the tidiness and adherence to company aesthetics throughout the HQ. Additionally, you will manage office operations and health and safety procedures, including coordinating logistics, implementing safety protocols, and conducting regular inspections and drills. You will also play a crucial role in budget management, overseeing facility and office budgets, negotiating contracts, and identifying opportunities for cost savings.
KEY RESPONSIBILITIES
FACILITY MANAGEMENT:
- Managing all three floors of our HQ including negotiations contracts for tenants if required
- Develop and implement comprehensive facility maintenance plan quarterly
- Oversee the maintenance and repair of equipment, systems, and infrastructure within HQ
- To ensure HQ on all floors are tidy and in line with our assethics on a daily basis without direction
- Manage relationships with external vendors and contractors for maintenance services in a time manner
- Conduct regular/ weekly inspections to identify and address maintenance issues proactively and logging everything
- Collaborate with various departments to understand their facility and office-related needs and assist accordingly
- Provide regular updates on facility and office-related matters to senior managers including monthly reporting
- Troubleshoot when facilities based issues arrive and overcome challenges efficiently
OFFICE AND HEALTH AND SAFETY OPERATIONS:
- Coordinate office logistics, including seating arrangements and utilising the office space we have
- Ensuring all office procedures are followed when an employee exits
- Ensure we are compliant - related to facility and office management
- Develop and implement safety protocols and procedures for both facilities and office areas reviewing consistently
- Conduct regular safety inspections and drills including keeping logs and reports
- Manage emergency response plans and coordinate with relevant authorities
- Ensuring all safety training has been completed and documented
- Implement and maintain security protocols for both facilities and office areas
- Responsibility for any building issues outside of hours, sorting and alerting whoever necessary
- Produce health and safety reporting for senior management without direction
- Responsibility for booking procedures for meeting rooms across the business
BUDGET MANAGEMENT:
- Develop and manage the facilities and office budgets ensuring cost-effectiveness and reporting back on this
- Negotiate contracts with vendors and service providers to achieve favorable terms
- Monitor expenses and identify opportunities for cost saving and challenge any spending across the departments
STAFF ENGAGEMENT:
- Working with People & Culture Manager on employees social plan for the year including team building and development
- Executing and planning internal social events on budget and in a timely manner - reporting plans back to senior team
- Working closely with the People and Culture Manager on L&D plans and assisting with execution for the wider business and identifying any gaps
- Implement and maintain office policies that contribute to a healthy and supportive work environment
- Planning and executing internal comms plan/strategy business wide and presenting to management
- Always looking for ways to improve and enhanced internal comms such as Monthly Stand up
- Play a key role with your line manager in fostering a positive and inclusive company culture by organizing employee engagement initiatives and promoting teamwork
- Creating a robust retail employee plan to ensure all staff feel included at REFY and get to similar experience to those in HQ
- Serve as a point of contact between employees and management, fostering open communication and addressing concerns or inquiries
SKILLS, KNOWLEDGE AND EXPERIENCE
- Facilities and Health and safety focused (ideally 2+ years experience in facilities management)
- An approachable people person
- Positive mindset and attitude
- Always give 100%
- Comfortable creating reports and presenting
- Highlighly organised, fast and efficient worker
- A team player
- Excellent initiative and problem-solving skills
- Solution-focused and proactive
- Comfortable with high-pressure situations in a fast-paced environment
OUR BENEFITS PACKAGE
- 25 days holiday
- Cycle to Work Scheme
- Discretionary Bonus
- Enhanced Maternity and Paternity Leave
- Flexi Start and Finish Times
- Product Allowance
- Training and Development Budget
- Vitality Health Insurance
ABOUT REFY
We are simplifying beauty. We’re committed to creating products and a community that inspire you to be your most confident self.
You’ll be part of a team that leads with authenticity and is empowered to shape the way we operate, creating an environment that reflects our shared values and aspirations.
We’re always vegan, cruelty and fragrance free and proud to be Leaping Bunny certified. Join us on an exciting journey to cut through an overwhelming market and create products and world-first formulas, that give our customers what they need and want simplified.
Department
People Team
Employment Type
Full Time
Location
Manchester
Workplace type
Onsite
