Willmott Dixon

Office Manager

Letchworth Garden City
16 Oct 2020
10 Nov 2020
Full Time
Set hours
Contract Type

Willmott Dixon is passionate about its people, with a real focus and drive around continuous development, offering you a career of a lifetime!

As a privately-owned, family-run construction business founded in 1852, we employ over 2000 people and achieved a turnover in 2018 of £1.2 billion. We have a purpose beyond profit and are dedicated to leaving a positive legacy in our communities and the environment.

As a Sunday Times Top 100 Listed Company (5th place) and the UK's first carbon neutral construction company since 2012, we are proud to have achieved the Queen's Award for Enterprise: Sustainable Development (2016) and Promoting Opportunity (2018) as well as achieving an Investors In People Platinum accreditation. We have also been recognised for outstanding investment in communities with a CommunityMark from Business in the Community.

We are currently recruiting for an Office Manager in our Letchworth Head Office to oversee and provide an effective, efficient and professional support service to positively promote the image of Willmott Dixon to our customers both internal and external. The role will involve overseeing front of house and meeting room operations, facilities management and managing and developing the front of house team.

The main duties / responsibilities within the role will include: -

Front of House and Meeting Room Operations

  • Manage the front of house team
  • Ensure delivery of a professional and friendly greeting to all customers both externally and internally at all times, supporting the delivery of service excellence
  • Effectively manage the booking systems for all meeting rooms within the building
  • Ensure all meeting rooms are prepared as requested ahead of time for each meeting
  • Ensure all requests for catering and refreshments are met ahead of time, checking each booking if not specified
  • Ensure meeting rooms are regularly refreshed throughout the day (giving consideration to the needs of longer meetings and their guests)
  • Dynamically assess the activity across all meeting rooms throughout the day, being aware of changes and non-attendance
  • Continually identify any improvements to front of house and associated areas and propose solutions to Executive Secretary
  • Ensure all equipment including AV/technology equipment is functioning and in good working order within each meeting room; ensuring any faults are promptly reported and escalated as required
  • Oversee incoming/outgoing post; maintain franking machine (top ups, supplies, etc.); arrange couriers; accept deliveries and distribute

Facilities Management

  • Regularly review stock and requirements for stationery, copier paper, toners, etc., and order as necessary; ensure adequate quantities of paper are available next to copiers
  • Monitor, manage and review catering and refreshment offerings available for meetings, ensuring a wide selection is available; negotiate competitive rates and contracts
  • Regularly review stock and requirements for catering supplies ensuring all refreshment points across the building are sufficiently supplied, and order as necessary
  • Ensure daily review of catering utensils (mugs, cutlery, plates, etc.) is completed ensuring all tea points, kitchens and break out areas across the building are sufficiently supplied
  • Manage laundry items
  • Management of all tea points, kitchens and break out areas for the building ensuring clean and functional area is available to use at all times, particularly after busy periods
  • Oversee management of building access control; ensuring all people use access fobs accordingly to ensure compliance
  • Be first point of contact for the management of all associated office contracts, including cleaning, PAT testing and maintenance contracts; first point of contact with the Landlord's managing agent
  • Be first point of contact for all internal customers reporting general office repairs and faults; ensuring all faults are promptly logged and escalated as required
  • Maintain telephone and car registration lists for the Holdings team
  • Adhere to the Sustainable Procurement Policy

Team and Management Responsibilities

  • Motivate and develop the front of house team with enthusiasm, ensuring the highest quality of service and offering is maintained and delivered at all times
  • Regularly monitor the front of house team performance; promoting and recognizing achievements whilst also identifying areas for improvement
  • Ensure a high level of personal presentation is maintained throughout the team
  • Prepare and take responsibility for the roster, and to ensure cover is maintained at all times between operating hours, including annual leave
  • Complete regular 121s with the front of house team
  • Ensure all aspects of front of house administration, policies and procedures are adhered to

Skills, experience and qualifications

Technical or operational

  • A high level of competence in the use of Office 365; including Word, Excel, Outlook
  • Proven experience in the customer service and/or hospitality sector
  • Well organized and ability to multi-task
  • Proven experience of managing a team of up to four people
  • Ability to interact confidently with all levels of business and customers

Personal qualities

  • The ability to positively lead and organise a front of house team
  • Professional and tactful
  • A high standard of personal presentation
  • Highly motivated with a 'can do' approach to all given tasks
  • Excellent telephone manner

Qualifications and memberships

  • A good standard of education
  • Excellent level of written and spoken English

Key behaviours

  • Foster a team ethos
  • Always looking to drive improvement
  • Valuing and respecting our customers and colleagues
  • Being open and honest
  • Supporting each other to succeed
  • Taking responsibility and pride in everything you do
  • Having a positive and proactive attitude
  • Always willing to learn from mistakes

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