Office Services Manager

Job Description

Office Services Manager

Full-time, permanent

London, UK

About us:

Fragomen is the world’s leading exclusive provider of immigration services. We are a firm of more than 6,200 immigration-focused professionals and staff spanning more than 60 offices worldwide. Immigration has been our sole focus for 70 years, and today we offer support in more than 170 countries. We are problem-solvers, innovators and established thought leaders in immigration, providing strategic immigration advice to a diverse range of clients from individuals to the world’s leading multinational corporations.

Fragomen’s professionals are respected thought leaders in the immigration field providing expertise to governments across the world including the US Congress, the UK Parliament, the European Union and the United Nations.

A career at Fragomen will provide you with the opportunity to work in an exciting environment for a broad range of clients, where no two days will be the same. You will face interesting challenges and you will work with dedicated, friendly and ambitious people, where providing exceptional client service is at the core of what we do. We are extremely proud of our diverse workforce at Fragomen and we are fully committed to providing equal opportunities. We believe that our differences make us stronger.

About the team:

The team is responsible for all office services, including facilities, document management for the case working teams and processing external and internal enquiries. In addition, the team supports the senior management team, including Partners, Directors, Senior Managers and Europe Corporate Heads.

About the role:
The Office Services Manager UK is responsible for ensuring the smooth running of the London and Sheffield offices. They have line management responsibility for the UK Office Services Team and report into the Office Services Director, Europe.

Client Experience & Service

1. Manage the client’s experience of visiting, calling and contacting Fragomen UK
2. Act as the main point of contact for all office services queries, delegating as required
3. Ensure the office’s appearance and upkeep is always professional
4. Manage Webex calls/voicemails for UK office, including examine call stats
5. Assist with arranging all office events
6. Ensure office closure procedures are followed
7. Work alongside the Director of Office Services Europe to manage office capacities, relocations and refurbishments
8. Manage Rendezvous, the online desk booking system
9. Manage all office supplies within budget
10. Send/present office wide communications to ensure all staff are kept informed

Employee Safety & Wellbeing

1. Manage all compliance of health & safety requirements
2. Manage the onboarding and offboarding processes for staff
3. Manage UK BCP plans, security audits, TTEs alongside Director Office Services Europe
4. Work alongside RBS Pillars to manage sustainability compliance and other projects
5. Assist with insurance renewals and claims where needed
6. Manage facilities services for office-related issues e.g. repairs & maintenance, air con/heating system

Management & Coordination of Office Services Team

1. Line management responsibility for the Office Coordinators, Receptionists and PAs including recruitment, training, performance management and to ensure robust team coverage
2. Implement and communicate necessary changes to the UK offices’ administration processes

Facilities & Supplier Management & Compliance

1. Prepare and manage the Office Services department budget
2. Manage the relationship with Building Management teams/Landlords, raise service issues and follow up to completion
3. Manage all suppliers/vendors to ensure compliance and a high level of service is being provided
4. Manage office related contracts, invoices and monthly expenses report via Emburse Professional
5. Manage the UK relationship with Europe travel provider and oversee all travel bookings

Document Management & Processing

1. Manage the UK Office Services shared mailbox
2. Ensure high standard of service levels and compliance for all document processing including audits

About you:

The successful candidate will be a dedicated Office Services professional that can demonstrate experience in managing both a team as well as internal and external stakeholder relationships. If you are looking to grow your career in a global reputable firm, then this role could be perfect for you.

1. Able to act under instruction
2. When work is allocated, clarifies issues that are unclear and asks for the necessary information to complete tasks
3. Implement effective processes to manage workflow and meet deadlines
4. Demonstrates proficiency in word processing, Internet, and email systems
5. Completes tasks within agreed timeframes and in line with expectations
6. Ensures work completed is accurate and follows standard layouts
7. Keeps staff aware of the progress of matters to manage expectations, and informs of conflicting priorities/requesting assistance as problems arise/informing senior staff of current capacity
8. Strong communication skills

Fragomen in London:
Our London office has over 340 people working collaboratively and creating a dynamic, positive environment. You can expect a great working environment and regular events such as Summer and Christmas parties, social and cultural events.

Whether in the office or working remotely, we are proud of our team spirit and we like to reflect this in the way that we work and everything we do. Our Responsible Business Practices (“RBP”) prioritises Fragomen’s social responsibility through one cross-cutting theme and five focus areas of Wellbeing, Diversity, Equity and Inclusion, CSR including Pro Bono, Social and Sustainability. The RBP initiatives offer great opportunities for everyone at Fragomen to get involved and help steer a variety of initiatives and activities.

Fragomen is committed to promoting diversity, inclusion and equal opportunity for all employees and applicants, regardless of race, ethnicity, heritage, gender, age, religion, disability, sexual orientation, gender identity or intersex status.