Point of Rental Software Careers

Description

• Supervise the smooth day-to-day operation of the office, including oversight of opening/closing routines, supplies, post, and visitor management, delegated to the Office Receptionist.
• Oversee the welcoming experience (reception processes, meeting room readiness, hospitality), delegated to the Office Receptionist.
• Coordinate desk/space allocation, seating plans, and hybrid working logistics.
• Create a clean, professional environment and resolve day-to-day workplace issues quickly.
• Manage all facilities maintenance, repairs, cleaning, security, utilities, and building relationships.
• Coordinate and ensure compliance with statutory checks (e.g., fire safety, first aid, risk assessments).
• Maintain incident logs and ensure appropriate actions are taken.
• Support business continuity planning (emergency plans, evacuation procedures).

• Source, onboard, and manage all office-related suppliers (cleaning, internet, security, office equipment).
• Track contracts, renewals, Service Level Agreements (SLAs), and costs; obtain quotes as needed.
• Monitor service quality and escalate issues with vendors or building management.

• Purchase and manage office supplies, stationery, pantry/kitchen stock, and small equipment.
• Manage calendars for meeting rooms and office resources.
• Draft and maintain office policies and Standard Operating Procedures (SOPs).
• Handle general calls, mail distribution, and document filing where required.
• Track office spend and coordinate approvals with the Managing Director (MD) and Finance.
• Support employee expenses administration (policy guidance, receipt handling).

• Coordinate onboarding logistics: desk setup, building access.
• Support employee events and culture activities (team lunches, off-sites, celebrations, and the Syrinx Conference).
• Act as the point person for all office-related queries and issue resolution.
• Communicate office updates clearly (maintenance schedules, closures, policy changes).
• Manage company insurance policies and employee benefits (Group Bupa Dental scheme, Group Private Medical scheme, Life Assurance, Public and Product Liability, Professional Indemnity, Employer Liability, and Travel Policy renewals).

• Responsible for the completion of received supplier questionnaires.
• Responsible for the completion of the HAE HITS assessment.
• Assist with GDPR Compliance, liaising with the external Compliance consultant and UK MD.
• Maintain Health & Safety (H&S) documentation (risk assessments, drills, incident logs).
• Maintain the Office operating calendar, vendor list, contracts tracker, renewal calendar, and service scorecards.

• Experience: 5 - 10 years in office administration, facilities coordination, or workplace operations.
• Vendor Management: Proven experience in sourcing, negotiating, managing SLAs, and handling escalations.
• Budgeting/Admin Finance: Competent in PO/invoice processing, spend tracking, and cost control.
• Facilities and Compliance Literacy: Basic understanding of H&S, risk assessments, and routine statutory checks.
• Process Mindset: Ability to document and improve office SOPs (e.g., onboarding checklist, visitors, mail, supplies).
• Stakeholder Management: Confident engaging with senior leaders and maintaining composure under pressure.
• Discretion and Trust: Ability to handle sensitive and confidential information appropriately.
• Communication: Excellent written communication for clear office updates and good judgment on when to escalate issues.