Join the staff—Office Services Supervisor

Location: London, United Kingdom
Duration: 2 years Fixed Term Contract
Salary: Competitive, plus benefits
Hours: 35 hours per week

About the role

Reports to: Global Workplace Manager

Job purpose: The Office Services Supervisor will be responsible for providing a professional and comprehensive service to all users at the IFRS Foundation's London office.

Background: The Office Services Supervisor is crucial to ensuring that IFRS Foundation’s office in Canary Wharf is kept in excellent condition and that staff and visitors can make the best use of the office space provided. The successful candidate will be willing to assume a range of responsibilities and will enjoy helping to make the lives of others easier.

The Office Services team is looking for an Office Services Supervisor who will be responsible for assisting with the full spectrum of office and facilities supervision across the site, including team management, internal client relations, contractor supervision and office operations supervision.

Key responsibilities

• Supporting the Global Workplace Manager to develop and lead the performance of all our service providers, including security, hospitality, reception, cleaning and teams.
• Ownership of the facilities helpdesk, ensuring jobs are raised correctly, distributed to the relevant teams and finalised in a timely manner.
• To provide administrative support to the Shared Services management team and liaise with landlords and external contractors as instructed.
• Organising and leading a busy Office Services team.
• Ensuring that the office and facilities are maintained, run smoothly and efficiently and comply with all health and safety regulations to ensure a safe working environment.
• Working closely with external contractors, including services such as couriers, deliveries and travel bookings, to ensure the best service is provided.
• Support onboarding of new members of staff, ensuring the new starters spreadsheet has been followed and everything is in place for the start date as instructed.
• Organise and help deliver office inductions for new staff and maintain the organisation’s employee directory list, floor plan and Staff Manual.
• Build strong relationships with the key stakeholders within the business, providing effective customer service provision.
• Liaise with internal managers for staff moves and logistics.
• Arrange works with suppliers and contractors as instructed.
• Ensure the delivery of industry-recognised best practices in all elements of site operations.
• Assist with the delivery of health and safety for the office, including risk and display screen equipment (DSE) assessments.
• Show awareness of other team members' roles and offer assistance where required.
• Assist with other ad hoc duties as directed.

Principal responsibilities

Team supervision

• Ensure the two Office Services Assistants are encouraged, supported, trained and motivated to meet the priorities and objectives of the IFRS Foundation.
• Promote an ethos of teamwork and instill a culture of continuous improvement.
• Ensure duty rotas are prepared effectively to ensure adequate cover is in place according to business needs.
• Ensure the quality standards for the office and facilities services are maintained and their effectiveness monitored and reviewed.

First-class reception service for guests and staff

• Be predominantly based at front of house.
• Meet and greet external visitors warmly, professionally and efficiently, directing the visitor to internal colleagues or meetings as appropriate.
• Ensure that the reception area, meeting rooms and communal office spaces are maintained to a high standard.
• Ensure building reception and security are aware of all visitors. Proactively assist with signing-in and escorting when large conferences and functions are taking place.
• Handle staff queries, in person or by phone/email, forwarding to the relevant staff member if required.
• Managing the shared inboxes—‘Reception’, ‘Meetings’ and 'Info'—in a consistent and timely way, resolving queries in person or ensuring that they are passed on to the appropriate individual.
• Effectively managing the reception diary.

Facilities and building maintenance

• Ensure that any issues relating to the maintenance and repair of the office are supervised effectively and efficiently within the office services team and in liaison with external contractors.
• Monitor and supervise contractors on site; log call out and remedial works.
• Act as a key point of contact and face of the Office Services department for internal and external stakeholders.
• Ensure works are completed according to specification as instructed.
• Assist other IFRS Foundation departments with tasks as required.
• Monitor the IFRS Foundation's London office provision of trained first aiders and fire wardens, ensuring it is compliant and taking steps to replace or add volunteers as necessary.
• Act as marshal during emergency evacuations and provide support in the event of an onsite emergency.
• Work with the sustainability team to implement, promote and run the IFRS Foundation’s improved recycling scheme.
• Conduct regular cleaning audits for all office areas and highlight any safety or maintenance concerns, including the standard of cleaning of the coffee machines.
• Liaising with the loading bay for daily deliveries.

Health and safety

• Assist the Global Workplace Manager to ensure the IFRS Foundation's London office is adhering to the relevant health and safety regulations.
• Train and act as a first aider at work in compliance with current legislation.

Required skills and experience

• Experience of working in a similar role.
• IT literate and competent.
• Must be success-driven, with a focus on achieving both personal and team goals.
• Delivery of DSE (desirable).
• Health and safety competency (IOSH Managing Safely desirable).
• Positive outlook and motivated to provide excellent service.
• Positive and flexible attitude, courteous and helpful manner and ability to work collegially with others, including providing support and cover for colleagues.
• Strong team player who can also work independently.
• Ability to prioritise and manage a varied, and sometimes demanding workload.
• Punctual and reliable, with excellent organisational and time management skills.
• Ability to remain composed and calm, even when under pressure.
• Good written and spoken communications skills with the ability to relay information accurately.
• Proficiency in MS Office, in particular Excel and Word.
• Professional appearance.

To apply

Please send a detailed CV/résumé to recruitment@ifrs.org. Please include the following information or your application may not be considered:

• the job title/position you are interested in (in the subject line of your email); and
• covering email/letter detailing how you meet the specified role requirements and your salary expectations.
  

Closing date: Ongoing

Interviews are held via video conference and in our Canary Wharf office as part of our standard international recruitment process.

Due to the number of responses we receive, we are unable to respond individually to each application. If you do not hear from us within twelve weeks of the closing date you may assume that your application has been unsuccessful.