Job Title: Assistant Manager
Responsible to: Centre Manager
Location: Birmingham
Salary: To be discussed
BE Offices is an award-winning provider of flexible workspace in London and throughout the UK. Our office solutions operate under multiple brands but share the same ethos of offering a quality, cost effective working environment for businesses of all sizes. We are one of the oldest in our sector, established in 1994 and have pioneered the advance in service levels to our clients both in technological development and first-class personal service. Our long list of awards are testament to our continual drive to support and develop our teams and provide the best service in our industry.
Our vision – ‘Together, we are building the business lifestyle that everyone wants’.
To assist in providing an outstanding service, we require a charismatic Assistant Manager on a permanent basis. You’ll be based in our Birmingham business centre in a busy team managing representing brands such as BE Offices, Headspace and BESpoke, reporting to the Centre Manager. We pay employees above the Living Wage requirements and you’ll get a host of benefits listed below.
As you’d expect you’ll be supporting the centre manager with the day to day administration duties relating to staffing, clients and ad-hoc duties; but more than that you’re a crucial part of the centre team. That means you’ll be involved in all the centre support activities helping us to providing award-winning service. It may be necessary to assist, or cover for, other administrative staff from time to time. The post holder will adhere to the company’s values and will be jointly accountable for planning, organising and directing all centre services, including:
• reception/front of house;
• catering;
• sales
You’ll be dealing with clients, and internal staff every day so professionalism is of the utmost importance. We strive and succeed to be the best in our industry, previously winning various awards such as BCA’s Business Centre of the Year, featuring in the Sunday Times Top 100 Best Small Companies to Work For Top 100 for 7 consecutive years. We are also Investors in People accredited.
If you can juggle tasks with a smile on your face and deliver great customer service then this role is for you. We have training available every year to help you grow in your role in order for you to progress further when opportunities become available.
Key Responsibilities and Accountabilities:
• To assist in the management of the day-to-day running of the business centre
• To manage the Business Centre in the absence of the Centre Manager and various aspects of the role
• To carry out billing for all clients
• To log invoices and charges on our in-house system Ultrasoft
• To process catering orders and meeting room requests made by clients where required
• To deal with customer requests in a prompt and timely manner whether face to face or on the telephone
• To liaise with relevant staff to ensure that all queries are responded to within procedural deadlines
• To book various chargeable services for clients such as couriers and taxis
• To issue and ensure receipt of swipe cards, keys, furniture etc to clients when required
• To create and issue welcome packs for new clients
• To ensure that all meeting rooms including management office and vacant offices are tidy, safe and welcoming to all clientele/visitors
• To conduct viewings of the Business Centre; to the required standard
• To manage outgoing post, ensuring that it is properly franked and ready for collection daily and route incoming mail to relevant clientele
• To provide cover for the reception as and when required
• To carry out administrative and clerical duties for clients as required including filing, archiving, photocopying, collating, laminating, faxing, preparation with mailings, word processing of letters, data entry and preparation of reports and other information
Role Related Development:
• To understand the principles of Health and Safety and Security procedures
• To undergo project work as required and carry out any research for centre manager as and when required
• To audit vacant offices and produce inventories for offices and keys
• To communicate maintenance requests via job sheets to Maintenance officer
• To support our Service Success Chain
• Local area and basic product knowledge
• Training and development to help you progress not only in the company, but as a person too
The above accountabilities are not exhaustive of your duties, and may change over time as the Business expands. Gradual changes may result in the substitution of one role for another. When substantial changes occur, the post holder will be consulted and before the change is introduced and reasonable notice will be given.
Personal Specification:
Qualification and Education – GCSE’s or above in Business Related Area – Essential. HND or above – Desirable
Experience – 3 years plus customer facing work – Essential
Experience of working in a SME/small team – Desirable
6 months in similar role – Desirable
Skills and Abilities – Proficient in word and Outlook – Essential
Excellent telephone communication skills – Essential
Face-to-Face customer service skills – Essential
Experience of working with minimum supervision – Desirable
Front of house management skills – Desirable
Work Requirements – Full time position working business hours Monday to Friday – Essential
Occasional irregular hours if required to meet business needs – Essential
Flexibility to travel across to other sites if required – Essential
Company Benefits:
Annual Leave • 20 days holiday (for your first year of employment) plus bank holidays
• Paid day off for your Birthday
• Buy and sell up to 3 days’ holiday* or carry up to 3 days unused annual leave to the subsequent year
Benefit Schemes
• Healthcare (plus partners/dependants)
• Dental Care
• Life Assurance
• Pension
• Corporate Eye Care
• Season Ticket Loan
• Loyalty of Service Rewards
• Cycle to work scheme
• Quit smoking reward and recognition scheme
• Access to our onsite Gym
• New starter lunch voucher
Other • Quarterly socials paid for by the company*
• Peer to Peer reward scheme
• Up to 3 days paid leave per year to support a local charity of your choice*
• Opportunity to apply for a 2 week, all-expenses paid charity trip abroad (Subject to selection)
*Terms and Conditions apply
