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Office Manager/Deputy General Manager

Job Title: Office Manager/Deputy General Manager
Contract Type: Permanent
Location: South West London, London
Salary: £35000 per annum
Start Date: ASAP
Reference: LO002899
Contact Name: James Brewer
Contact Email:
Job Published: April 28, 2016 13:56

Job Description

Our client is currently seeking an Office Manager/Deputy General Manager to assist in the day to day management of a large residential apartment development in Kensington. Working hours are 09:00-17:00 from Monday to Friday.


Administration/Logistics Management:

Identify, establish and manage an effective working office for the Company ensuring effective security. Ensure that the duty staff service provision of the Company is staffed during office opening hours and act as the Office Administrator.

Working with the General Manager: Conducting work by using Word Processing/IT Equipment on behalf of the Director by facilitating and preparing responses to property and building services enquiries from various agencies and professional bodies. A range of legal documentation and document preparation services is detailed below:

- Standard Response Enquiries & Conveyancing Packs;
- Ground Rent & Service Charge Enquiries;
- Issuing License for Sub-let flats /Issuing Licenses for Alterations;
- Invoice Preparation and despatch;
- Statement and Service Charge documentation preparation;
- Conduct and prepare documentation as required;

Ensure that you are always courteous, polite and positive to residents, subordinate work colleagues and visitors and promote a welcoming environment. Meet and greet visitors and ensure that Management Office is kept in clean, tidy and in an orderly condition.

Answering the telephone, checking electronic mail, checking the post, logging all messages and dealing with general building enquiries.

Log and report any incidents of disrepair immediately to the General Manager/Maintenance Team, including all building defects, plumbing, heating and lighting defects during normal working hours.

Contract Management:

Ensure that FM M&E Services and Equipment Service Providers provide evidence of contractual compliance with regard to all matters in general and in particular:

- Adherence to Code of Contractors and Company policies and procedures;
- Sub-contractor lists and copy contracts;
- Adherence to statutory and legal obligations;
- Adherence to Insurance provisions;
- Agreement to management appointments;

As necessary, preparation of invoices and for the payment of Hard FM Services and Equipment Service Provider's invoices;

Participate in the provision of accurate records of variations issued by all parties to the Project Agreements and in conjunction with the Hard FM Services and Equipment Service Providers, ensure small-scale alteration works are completed as required;

Ensure the accurate invoicing and payment of variations and small-scale alterations;

Undertake the annual consolidation, monitor and review of employment contracts in conjunction with General Manager
Prepare draft reports for the Landlord as required;

Assist in the management of budgets, ordering and financial processes for Building Services and Management Office Costs ensuring compliance with the Financial Regulations and Contract Procedure Rules and Policy.

Liaise with the Finance Dept on the financial reports and other financial records.

Health, Safety and Welfare:

Act as the nominated Health & Safety representative for the Company. [Desirable to be qualified and hold a IOSH Certificate]

Have a sound working knowledge of Health, Safety & Employment Legislation.

Follow procedures laid down in the building manual in recording and reporting incidents/accidents.

Report any potential hazards and report on incidents regarding Health, Safety, Welfare or Security as soon as possible to the General Manager /and or the Management Office.

Undertake Risk Assessment Reviews and reporting as necessary as required.

The successful candidate must be able to provide excellent references and be willing to undergo full vetting checks.