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Office & Facilities Manager

Bracknell, UK

Let's be unstoppable together! Circana (formerly IRI and NPD) is the leading advisor on the complexity of consumer behavior. Through unparalleled technology, advanced analytics, cross-industry data and deep expertise, we provide clarity that helps almost 7,000 of the world's leading brands and retailers take action and unlock business growth. At Circana, we are fueled by our passion for continuous learning and growth, we seek and share feedback freely, and we celebrate victories both big and small in an environment that is flexible and accommodating to our work and personal lives. Join our inclusive, committed team to be a challenger, own outcomes, and stay curious together. Learn more at www.circana.com (http://www.circana.com).

Overview of the role:

We have an exciting opportunity to manage a leading-edge office environment for Circana's UK employees, based at our newly refurbished UK Head Office in Bracknell (17,000 sq ft). This role will be office-based, to ensure fabulous client service to our UK business teams and ensure the smooth day-to-day running of the office.

The Office Manager position reports into the UK Finance Director and you will have the autonomy and the encouragement to make the role your own! This role requires great collaboration skills and will work closely with internal teams, such as IT, HR, Finance, Commercial & Operations, and also with external stakeholders such as suppliers, contractors & building management. The position will be the first point of call for both internal & external queries regarding overall office upkeep, wider facilities responsibilities, and Health & Safety compliance.

In addition to the daily aspects of the position, this role will lead the organisation of company events, including department and UK-wide meetings, company conferences, hosting clients and international colleagues & organising our seasonal events (including our Christmas party!).

The ideal candidate will have a background in office or facilities management (or similar), and will be highly collaborative and client-focused, with a real sense of ownership for providing the best possible office environment to their colleagues. They will also be ‘hands-on', organised and efficient, proactive and independent, have high standards and eye for detail, and be a calm, authoritative problem-solver.

Main role responsibilities:

Daily Management of Maxis Office

• Supervise the daily operation of the Maxis (Bracknell) office, effectively and efficiently - ensuring office is safe and clean, timely resolution of issues with critical services (e.g., power, water, lighting, AC)
• Maintain the office facilities in good working order - execute daily inspections, ensure issues addressed promptly, engage external contractors where required, ensure communal spaces such as the kitchen ‘hub' area and meeting rooms remain well-stocked and in service
• Plan and execute improvements to the office infrastructure from time to time e.g., minor refurbishments, procurement of furniture items, redecorating & new wall graphics.
• Management of 3rd party cleaning, maintenance & planting contractors
• Management of office access system, including issuing passes to new starters & guests, troubleshooting any issues & engaging with suppliers
• Act as primary contact with landlord's managing agent, promptly resolving any issues that arise, and represent Circana in Maxis tenants' meetings with the landlord's agent
• Responsible for inbound & outbound postal services
• Operational support for AV equipment (with technical support from IT team)
• Management of main office phone line through ‘Microsoft Teams Calling'
• Management of any ‘all company' communications that needs to come from the Office Management team

Health & Safety

• Own all aspects of Health & Safety to ensure legal compliance including: First Aid provision, Fire safety, in-office DSE assessments, new employee H&S inductions, PAT testing, water testing, Fixed Wire testing, risk assessments, accident recording
• Management of company's Health & Safety policy
• Management of office-related insurances

Employee Experience:

• Work with an enthusiastic cross-department “Office Champions” team to conceive, plan and execute ideas and activities to draw employees into the office and boost regular office-working, and to improve the office environment in general
• Lead planning & facilitation of large meetings in the office, i.e., monthly ‘Town Hall' meetings, client & department meetings. Liaise with meeting owner as necessary to specify requirements, including AV & catering where required.
• First point of contact for guests to UK office, including oversees employees & clients, supporting meeting room bookings, hotel & taxi bookings, guest passes & WIFI access.
• Support UK Executive Board with monthly events & any off-site meeting requirements, including booking venues & travel.
• Take the lead in arranging seasonal events for UK employees, including off-site events such as Summer & Christmas Parties.

Office Services

• Responsible for making ad-hoc purchases on the company credit card & maintaining relevant financial records
• Management of Vodafone mobile phone contract of company handsets (c.350) including set-up, disposal & problem resolution with Vodafone
• Provide support for office ‘desk booking system' (as an Admin / Super User), including updating training documents & any configuration changes.
• Supervise “self-service” booking of travel via 3rd party travel provider (‘SAP Clarity') – ensure online booking portal functioning correctly, ensure requisite training provided to employees.
• Supervise office car parking arrangements including registration of new employee vehicles on the ANPR system and any contracts for supplementary car parking spaces
• Manage provision of stationery supplies, shredding, offsite archiving services (including the despatch of documents to storage, retrieval of any documents required, and disposal of documents beyond their ‘retention life')
• Supervise external storage of a small amount of furniture, IT equipment etc. that cannot be stored on-site (due to space constraints). Supervise disposal when items no longer required.

Budget Management

• Own UK facilities budget & prepare annual expense and capital budget in line with annual approval cycles.
• Accountable for ensuring expenditure remains within approved budget.
• Responsible for creating purchase orders & approving invoices for office-related expenditure
• Work with Procurement to ensure 3rd party services are procured effectively, implementing saving opportunities where appropriate.

Key Skills & Experience Required

• Several years' experience of managing a large office
• Relevant First Aid/Fire Safety & Health & Safety qualifications for facilities management
• Strong Project Manager, able to take the lead & execute events (e.g. Christmas Party)
• Proficient in MS Outlook, Word and PowerPoint, familiar with at least basic use of MS Excel
• Financially astute – able to manage expenditure to a budget, able to identify and secure cost savings

ABOUT Circana:

Circana is a leading provider of big data, predictive analytics and forward-looking insights that help FMCG, healthcare, retailers and media companies to grow their businesses. With the largest collection of purchase, media, social, causal and loyalty data, all integrated on an on-demand cloud-based technology platform, Circana guides its clients around the world in their quests to remain relevant, connect with consumers and deliver market leading growth.

Here at Circana, we focus on outcomes rather than an outdated, one-size-fits-all notion of work, to give each of us the flexibility we need to have fun and balance our overall wellbeing. Through constructive and helpful feedback, we are empowered to take risks, challenge ourselves, reach unprecedented heights and achieve great personal growth.

What this means for you when you join Circana:

• Flexibility – Agile working facilitates you managing your work around your life when necessary, should you need to get away early for that weekend away, or start a little early to miss the traffic.
• State of the art office – We opened our new office in January 2022, with amazing spaces to do dedicated work with peace and quiet, collaborate with your colleagues in open or closed areas, and beautiful meeting rooms you will be proud to host clients in.
• Me Days – We currently have four days over and above our 25 contracted annual leave days to take time for ourselves, taking our total annual leave to 29 days + Bank Holidays!
• Growth – You got where you are today by education, determination and plain hard work. Here at Circana, we aim to help you build your skills, explore new interests, and work across different functions, clients and teams. We believe that every career is a work in progress, and we foster each employee's journey, through a diverse set of experiential, skill-building and mentorship opportunities to learn from the best and brightest in our business.
• Feedback – To do a great job, you need to know what is expected of you. We pledge to do just that through consistent, timely feedback and coaching to ensure continued growth.
• Recognition – In addition to cheering on outstanding work on a project, exceptional client service, or performance over and above what is expected, we also applaud consistently great performance and initiative in solving problems, as well as innovation and new ideas. We're also not afraid of PDAs—public displays of appreciation—as we all celebrate individual victories as part of our shared success.
• Challenge – Challenge and support are of equal importance, and we strive to deliver the right mix of both through line management, peer to peer relationships and an open-door policy to the leadership team. A career at Circana, as with life, is what you make it – so if you're looking for challenge, we can absolutely deliver!
• Fun –We can promise it will be challenging, rewarding – and fun! We aim to work hard and recognise that's only achievable with some play as well, with all ideas welcome.