Job-description

Job Title: Assistant Building Manager

Department: Operations

Reports to: Business Manager

Full/Part Time: Full Time (based in London)

Last updated: 18 December, 2018 10:55 AM

Company Profile:

The Office Group provides beautifully designed flexible work spaces for a range of companies from start-ups to established corporates. We have 31 locations across London, with one building in Bristol and one in Leeds. As TOG employees (Toggers) we are dynamic, we do what we say we will and we love what we do. We dare to be different, and we never miss an opportunity to say hello.

 

 

Purpose of Role/Job Overview

 

The Assistant Business Manager role is crucial to the day to day success of our business. Whilst supporting the Business Manager you will provide management, training and guidance to the Front of House Team. Part of your role will be to assist with the day-to-day employee and member issues, and work with the Business Manager to ensure the operational aspects of the business are maintained.

 

Key Accountabilities

 

  • Assist the Business Manager in all aspects of running an efficient and profitable building on a day-to-day basis
  • Answer the telephone and respond to internal and external member emails in line with company procedure
  • Coordinate member requests in a prompt and timely manner whether face to face, by email or on the telephone
  • Manage the monthly member billing process, to include raising invoices, billing checks, billing cycles, billing service fees; and add all appropriate and confirmed charges
  • Follow the company’s debt procedure for internal and external members
  • Ensure a high standard of customer service is delivered, while maximizing the revenue generation
  • Assist with the sales process where appropriate; viewings, proposals, follow-ups and contracts, as directed by the Business Manager and Area Sales Manager
  • Co-ordinate with the Business Manager, member move-ins and move-outs and complete the TOG checklist to include, swipes and keys, the office furniture, any dilapidations, member deposit return etc
  • Meet and exceed member needs by promoting all TOG products to include offices, Co-Working memberships, meeting rooms and virtual offices, services and events
  • Carry out weekly one to one catch ups with your Front of House Team and set weekly/monthly objectives, ensuring these are followed up appropriately
  • Manage, train and develop the Front of House Team ensuring that any areas of weakness are highlighted to the Business Manager
  • When appropriate, use the ‘Compleat’ PO System and add building purchases to the company purchase order system
  • Assist the Business Manager to complete all small business rate relief forms and send to the Business Rates Manager
  • In line with the FOH team, assist with weekly building walks to ensure high visual standards in all areas, including lavatory and kitchen checks and create a snag list to ensure high visual standards in all areas
  • Discuss snag list with Business Manager and send details to the property helpdesk on a weekly basis
  • Assist the Events Team and CommuniTeam, with networking internal events and facilitate member introductions where appropriate this could be outside of core hours
  • Assist in the planning of “random acts of kindness” for the members in the building, as directed by the Business Manager
  • With instruction from the Operational Facilities Manager ensure that the Company Health and Safety standards and obligations are adhered to for yourself, staff, members and visitors to the building
  • Attend company events as required – these could be outside core hours
  • Assist the Business Manager with conducting Front of House interviews where required
  • Assist the Business Manager in performing annual appraisals for the Front of House Team
  • Use the TOG membership portal to coordinate and upload detailed information for new members and ensure their access cards are delivered and arrived on time to hand out on their first day
  • Any other ad-hoc duties to be carried out as directed by the Business Manager

 

Qualifications

Essential

  • Minimum of 3 GCSE’s at C grade or equivalent

Desirable

  • A-levels

 

Knowledge

Essential

  • MS Office, in particular Word and Excel

Desirable

  • Knowledge of financial processes

 

Skills/Abilities/

Competencies

Essential

  • Ability to multitask and handle competing priorities
  • IT proficient
  • Ability to communicate effectively

Experience

Essential

  • Reception / Front of House experience
  • Member facing, customer service and Sales experience

 

Personal Attributes

Essential

  • Resourceful
  • Excellent communication skills
  • Well-presented
  • Able to work independently or as part of team

 

 

Please email talent@theofficegroup.co.uk to apply for this position

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