(Central London) Client Services and Facilities Manager

Job title: Client Services and Facilities Manager

Department: Client Services

Contract type: Permanent / Full-time

Location: Central London

Application closing date: 7th January – with interviews starting at the end of that week

We are looking for people with appropriate experience and understanding of the post-production market – this position would not suit a new entrant to the industry.

Due to the nature of the work involved, we will expect the successful candidate to work on site each day. There will not be an option to work from home.

While most weeks the hours would be 09.00 to 18.00 there will be occasional requirements to work in the evening, early morning or to be on call.

Job Purpose

The Client Services and Facilities Manager is in charge of managing the running team, our buildings and our maintenance programme. They ensure exceptional client service for our customers and visitors, ensuring their experience is positive, of a high standard, proactive and consistent. They personally welcome each client to the facility, maintaining a close relationship with them during their booking as appropriate, and ensuring their needs are met. They give each client every chance to give feedback. They ensure that our buildings are presented to a good standard, suitably prepared for new bookings, and maintained as needed to provide facilities that suit our clients’ expectations. This includes managing the maintenance and housekeeping staff, overseeing health and safety and security, and liaising with suitable suppliers. This role is integral to the business as it acts as a support function to all departments as well as our clients.

Key Responsibilities

• Provide clients with exceptional care and attention, getting to know them individually, so that we meet their requests for hospitality and office support in a timely and efficient manner
• Manage the running team so that our service is always proactive, consistent and of a high standard in meeting client and business requirements
• Appropriately recruit and train all runners to deliver our service to the agreed standard, in an effective and timely fashion; managing any performance issues in accordance with our guidelines and identifying opportunities for staff development
• Oversee the presentation of all our buildings each day for cleanliness, safety, tidiness and comfort. Resolve immediate issues or act on any ongoing requirements appropriately to ensure they are resolved quickly and effectively
• Liaise with suppliers to ensure one-off services and regular maintenance visits are delivered effectively across our sites; identify new suppliers for cost-effective, timely and appropriate solutions to meet the needs of the business
• Oversee the libraries, keeping them tidy and well organised; ensuring appropriate logging, management and return of all assets
• Manage an ongoing programme of works to constantly maintain, upgrade and improve our buildings, utilising our maintenance and housekeeping resources, and liaising with external suppliers within agreed budget and time parameters
• Organise and deliver effective operational health and safety and security practices, in conjunction with others, to ensure the business is compliant
• Work with colleagues and clients to deliver specific events or meetings, as and when they arise, in a timely, efficient and cost-effective manner
• Manage client services stock, as appropriate to avoid waste and in line with the company’s green policy, while ensuring relevant supplies are available at all times
• Oversee accurate daily records for expenditure including Deliveroo accounts, in-house & clients service expenses; ensure accurate logging, management and reporting of petty cash, card purchases and all recharges for the Clear Cut Group buildings, updating Accounts and Bookings as required.
• Assist the accounts department at the end of the month to reconcile purchase records and collate relevant information, logging account transactions as needed and processing supplier invoices; managing queries and reconciling disputes.
• Act as a Manager within the business, supporting colleagues and clients with calm authority and guidance; and, as needed, raising any issues of concern that might affect the success of the business to the relevant member of the Management Team for timely resolution.
• Work as part of a wider team to deliver our Corporate Social Responsibility and Sustainability goals, acting as an ambassador for the business with third parties and delivering new initiatives
• Undertake any other duties that may be required from time to time, in a positive and helpful manner, to ensure the smooth running of the facility

Skills required (training can be given)

• Demonstrate how to provide exceptional service and an understanding of what to do if you encounter a problem
• Demonstrate an understanding of security, maintenance, Health and Safety and food hygiene standards
• Ability to manage simple accounting tasks, for instance petty cash management and budget planning, with clear numeracy skills
• Ability to manage, recruit and train a team, meet their needs and develop their skills
• Understand how to work with relevant suppliers to ensure good service, value for money and support for our requirements
• Good oral, written and communication skills

How to Apply

To be considered, please send a brief cover letter and your CV to careers@clearcut.cc

If you meet the criteria, we’ll be in touch after applications close.