Deputy Office Manager

Job Introduction

To ensure the efficient delivery of office administration to support the site contracted services and frontline teams across site & support achieving company standards to the client’s satisfaction and SLA’s.

Role Responsibility

Context:

• Comply with all Company & Client policies and statutory regulations relating to Health & Safety, safe working practices, cleanliness, fire, grounds/horticulture, Catering, retail, bar, cleaning and security, use of company systems and client review meetings.
• To establish and maintain satisfactory relationships with individuals at all levels within the Company and the Client organisation.
• Management of Sodexo centralised systems including Eprophit, UDC Payroll, Kronos among others

Main Assignments:

• Responsible for the day to day administration of the site service operations with a full working knowledge of the areas/buildings of the client site.
• Support the frontline teams, supervisors and duty managers to ensure a compliant, coordinated and organised approach to ensuring that all SLA’s are met within the parameters of the contract.
• Support the office manager in the varied number of tasks required to be undertaken including payroll, cash handling, HR duties, time management, rota & holiday applications etc

Accountabilities:

• Responsible for all day to day aspects relating to the management and maintenance of the Sodexo office  within the contract specification to the agreed performance, qualitative and financial targets.
• To ensure that the Company's accountancy, documentation and administration procedures are carried out to the laid down standard and that the necessary weekly returns are completed accurately and sent to the client on time if applicable. This may be electronically, paper-based, or both, as instructed.
• To control and monitor the financial performance of the operation and to maintain costs within pre-budgeted targets.
• To maintain the standards and integrity of the service offer and Service Level Agreement at all times. To carry out regular service reviews and perform activities detailed in the service offer manual under Key Performance Indicators to the frequency and level required.

The Ideal Candidate

• Previous experience of office management or administration on a large scale
• Ability to develop increasing individual effectiveness through leadership, motivation, communication, coaching and training
• Experience of managing a team / HR experience
• Financially astute and experienced in managing budgets and dealing with cash & account reconciliation 
• Excellent interpersonal skills and ability to communicate effectively with customers, clients, and staff at all levels

Competencies:

• Growth, Client and Customer Satisfaction/ Quality of Services Provided
• Rigorous management of results
• Leadership and People Management
• Employee Engagement
• Brand Notoriety
• Commercial Awareness
• Learning and Development

Package Description

Excellent opportunity to join the office & administration function of this large facilities management contract with a varied number of tasks as per details below.

Role will require knowledge of all Microsoft office functions and extensive IT literacy skills

Initially a deputy role supporting the current office manager with significant training & development requirements particularly learning the internal and external systems which support the management of all contract HR, payroll and financial reporting functions. 

This appointment will be a key role for the contract and will require the successful completion of a 12 week probationary period as well as some potential travel in order to undertake face-to-face training to gain systems access.

This role has some significant developmental and career progression opportunities for the right candidate.  

About the Company

In the UK and Ireland, Sodexo employs around 30,000 people, and partners with clients in many sectors across business and industry; schools and universities; sports and leisure; energy and resources; government and agencies; healthcare; justice and defence.

Sodexo’s connected; people-centric approach brings together a diverse range of expertise. The breadth of services it offers ranges from food and hospitality; cleaning; reception; concierge (Circles); security; property management and technical services through to data driven workplace strategy and design (Wx); employee engagement and recognition services (Sodexo Engage) and personal home services through Prestige Nursing + Care and the Good Care Group.

Vital Spaces is Sodexo’s value proposition that puts people at the heart of everything we do, bringing together services and solutions and focusing on the productivity and wellbeing of people wherever they are.

Sodexo is committed to being an inclusive employer; we welcome and encourage applications from people with a diverse variety of experiences, backgrounds and identities.

We’re a Disability Confident Leader employer. We’re committed to changing attitudes towards disability, and making sure disabled people have the chance to fulfil their aspirations.

We are building on our support to the Armed Forces community through the development of specific pathways within our recruitment process to  support ex-forces personnel and reservists, those applying for jobs with us who meet the ideal candidate criteria for the role advertised are guaranteed to progress to the selection process