Job Description

Ethical Property provide flexible workspace to a range of impact organisations, such as charities, non-profits, social enterprises, and B Corps. We have 21 centres across the UK and more than 300 tenants.

The company has some 100 staff, based in our properties in London, Oxford, Bristol, Cardiff, Edinburgh, Sheffield, Bath, Brighton and Manchester. Our centres are managed to minimise energy use, waste, car travel and the use of harmful materials while offering tenants modern, affordable, and flexible space managed in a transparent and supportive way.

This role is responsible for supporting the management of a key group of three buildings in the South-East region.

We are serious about the commitment we make to our employees in providing an enjoyable, relaxed, and productive working environment. Equally, we expect our employees to be serious about the commitment they make to the company, and their colleagues.

The Office and Services Manager plays an important and responsible role within the South East property management team for our three centres ensuring they are well managed, efficient and attractive places to work. The role reports to the Centre Manager and is based at our flagship building The Green House but will also require the post holder to work closely with staff at two other London centres.

Your duties will include:

Co-ordination and Administration

The co-ordination and administration in the South-east cluster is expected to cover the bulk of your working week and will include many routine administrative tasks for the cluster, as well as more challenging and higher-level tasks. The following is an outline of the tasks expected of this role, but is not a definitive list:-

\xc2\xb7 Acting as the first point of contact for tenants\xe2\x80\x99 queries, helping to establish and maintain excellent communication with tenant organisations. This includes being first point of contact for all tenant service related queries, and communicating these effectively to the Property Management team and dealing directly with all queries relating to tenant services.

\xc2\xb7 Co-ordinate enquiries to the South-east email inbox, flag emails for the relevant team member and respond to urgent enquiries.

\xc2\xb7 Manage the South-east Outlook diary.

\xc2\xb7 Ensure that the Code of Practice 2 (COPs) for each centre in the region is kept up to date.

\xc2\xb7 You will ensure contact information is kept up to date for each organisation in the cluster, including tenant representatives, Directors, first aid and fire marshal contacts, etc. and liaise with Head Office to ensure that this information is updated for the email lists, on NetSuite and on the company\xe2\x80\x99s website.

\xc2\xb7 Overseeing the administration of our room booking facilities in the cluster and ensuring tenants have the appropriate facilities available for meetings (flipcharts, AV equipment, etc.).

\xc2\xb7 Look after the signage in the three buildings in the cluster with direction from the Marketing department.

\xc2\xb7 Assisting with finance procedures, including managing petty cash, approving invoices for regular supplies of cleaning materials, office equipment and stationery for the cluster.

\xc2\xb7 Assisting the Centre Manager to the office pre move for organisations moving into the building (internet connection, phone/s connection, keys, fobs, franking machine/copier and tenant resources accounts, weekly cleaning, among others) and provide a building induction to them.

Tenant Liaison and Synergy

\xc2\xb7 You will be responsible for coordinating the administration for the tenant Centre Management Group meetings in the cluster (booking meeting rooms, sending reminders to the Chair / minute taker, ensuring minutes of the meetings are distributed to all tenant representatives).

\xc2\xb7 Coordinate and circulate information to tenants in the cluster concerning synergy, training events, etc.

\xc2\xb7 Work with tenants and the Centre Manager in the cluster to facilitate effective synergy programs (i.e. Cycle group, 1st Tuesday, summer BBQ, among others) and where appropriate facilitate/support those activities.

Staff Management

\xc2\xb7 You will be responsible for the line management of the cleaners in the South East cluster, including managing annual leave and sickness cover, supervisions/appraisals, training, overtime, payroll and recruitment, liaising with the HR department.

\xc2\xb7 Keep cleaners schedules up to date according with the business needs and liaise with HR when any new recruitment is needed.

\xc2\xb7 You will also be responsible for the management of any cleaning contracts we have with third parties.

Environmental Reporting

\xc2\xb7 You will be responsible for monitoring and assisting the development of social and environmental performance of the centres in respect to energy use, recycling, accessibility, tenant satisfaction, etc. A focus on educating and working with tenants and staff to reduce their energy, water use and increase recycling in each centre.

\xc2\xb7 You will ensure that correct and regular meter readings are taken in each centre once a month. In conjunction with the local Property Management team and the Oxford Property Manager, you will ensure the monthly meter readings for all centres in the cluster are updated on the central system.

Purchasing and Ethical Procurement of \xe2\x80\x98Soft\xe2\x80\x99 Services

\xc2\xb7 Responsibility for the procurement of \xe2\x80\x98good value soft\xe2\x80\x99 services and supplies for the cluster (office equipment, cleaning, stationary supplies, waste and recycling provision, tenant services etc.).

\xc2\xb7 Working to develop an Ethical Procurement standard for the cluster.

\xc2\xb7 You will work with departments based at Head Office, including Marketing, HR and Finance departments.

Other responsibilities include;

\xc2\xb7 Working to improve the services we provide to tenants.

\xc2\xb7 Working to improve the company\'s social and environmental objectives.

\xc2\xb7 Covering for other members of the local team (inc the Centre Manager) when they are in training, on holiday, ill etc.

\xc2\xb7 Attending company-wide events such as property manager meetings and the annual staff conference.

\xc2\xb7 Other duties as reasonably required by the Centre Manager/ Regional Manager.

This is a busy, demanding, and responsible role that requires an individual with both customer service and practical skills, with a positive attitude. You need to be a good communicator, proactive and organised and show initiative when faced with difficult situations. The person we are looking for will need:

\xc2\xb7 Customer care skills with a commitment to provide a good service to our tenants and building users.

\xc2\xb7 Good IT skills, particularly Microsoft Office software.

\xc2\xb7 Previous experience in a similar post.

\xc2\xb7 Organisational skills and the ability to prioritise your work, multi-task and remain flexible.

\xc2\xb7 To be trustworthy, personable, and reliable.

\xc2\xb7 The ability to act quickly and effectively using their own initiative.

\xc2\xb7 To be a team-player and a good communicator.

\xc2\xb7 To always maintain a professional standard of presentation and communication with colleagues and tenants.

\xc2\xb7 The ability to motivate and support staff whilst delivering your own workload.

\xc2\xb7 Health and Safety awareness and knowledge.

\xc2\xb7 Have some knowledge and interest in social and environmental issues, particularly recycling.

This is a 1-year fixed term contract, full-time role with a three-month probationary period. The post is full-time based on a 37.50 hour week, working five days a week Monday to Friday, between 9am and 6pm, with some occasional evening/weekend work. The gross salary is \xc2\xa335,700 a year (inclusive of London Weighting Allowance of \xc2\xa33,072 a year), dependent on skills and experience.

The role benefits include 25 days holiday entitlement pro-rata as well as statutory bank holidays. We offer a company contribution up to 7% to a pension dependent on scheme choice, a free company bicycle scheme with bicycle maintenance costs, season ticket loans, interest free personal loans, as well as other benefits.

Ethical Property Company