Office Manager
| Posting date: | 26 June 2025 |
|---|---|
| Hours: | Full time |
| Closing date: | 26 July 2025 |
| Location: | PL5 4AA |
| Company: | Mitie |
| Job type: | Permanent |
| Job reference: | 77197 |
Summary
Job PurposeIn the role of Office Manager to provide financial management and support to the Plymouth Schools PFI contract in a professional way to ensure that the contract operates efficiently and effectively to achieve and maintain full financial control. Provide support and deputise for the Contract Manager in the management and delivery of contractual obligations and client expectations for the identified contract.
Main Duties Managing the financial elements of the FM PFI Contract to include the following:Monthly invoicing of the Contract Service FeeManagement and invoicing of recoverable costs i.e. lifecycle and variation worksReviewing monthly P&L in line with the contract Annul Operating PlanInter company billingManagement and control of Accrued Income and WIPDebt control and managementCalculation of KPI deductions and monthly reporting in accordance with the contract requirements.Collate and present school meal data.Manage the Damage Log. Agreeing damage and cost liability on a monthly basis with the stakeholders and client.To support the Contract Manager in developing annual contract budgets for director approval.Support the Contract Manager in identifying all Contract requirements detailed within the contract documentation. Understand delivery of the SLA's in a timely manner and in accordance to the Facilities Management Agreement and Project Agreement.Understand and manage the requirements of the contract Pay MechanismSupporting the Contract Manager in liaising with the Finance Business Partner on a regular basis.To play an active role in the MITIE operations team in developing and supporting improvement in line with the company's values and standards.Supporting the collation of sub-contract paperwork where requiredSupporting the collation of sub-contract paperwork where requiredSupport processing for all payroll overtime claimsTo attend relevant team meetings, toolbox talks & training as required.To ensure compliance with Quality, Safety, Health & Environmental standards.Ensure that our CAFM system QFM 4 is up to date at all timesOther administrative duties as deemed reasonable.To continually promote and support a “team spirit” within the maintenance team.To recognise the importance of the teamwork in achieving the departmental objectives and to contribute effectively
What we are looking forA good general education preferably with a finance qualification aligned to Facilities Management.Proven experience of PFI Facilities Management to include experience of education contracts and excellent all round knowledge in a highly complex environment, with demonstrable success in a similar service environment and capable of delivering contractual compliance in line with contract requirements.Proven experience of establishing stakeholder relationships and achieving sustained operational success.Ability to quickly build credible relationships with a management team and clients, and challenge when necessary.Sound relationship, management and interpersonal skills.Communication, influencing and negotiating skills.The ability to work on own initiative and to drive improvement and change as necessary.Performance driven with proven commercial/financial awareness.Problem solving and decision making.Coaching and people management.PC literate with Excel and Word skills.The post holder must have a clean driving licence as travel between various sites and meetings off site will be a necessary part of the role.
Health and Safety responsibilitiesFollow Group and company policies and procedures at all times.Report any apparent deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment.Use all work equipment and personal PPE properly and in accordance with training received.Report any issues or training needs to your Line manager and /or via your divisional incident reporting system.
Mitie is committed to safeguarding and promoting the welfare of children and young people and expects all employees to share this commitment. The successful candidate will be subject to an enhanced DBS check and satisfactory references.
If you are working in regulated activity please note that you are subject to the following:
-It is a criminal offence for people who are barred from working regulated activity to apply for roles that require them to work unsupervised with that particular group (i.e. vulnerable adults, children or both).
-This post is exempt from the Rehabilitation of Offenders Act 1974 and Mitie is therefore permitted to ask job applicants to declare all convictions and cautions (including those which are "spent" unless they are "protected" under the DBS filtering rules) in order to assess their suitability to work with children or vulnerable adults.
Main Duties Managing the financial elements of the FM PFI Contract to include the following:Monthly invoicing of the Contract Service FeeManagement and invoicing of recoverable costs i.e. lifecycle and variation worksReviewing monthly P&L in line with the contract Annul Operating PlanInter company billingManagement and control of Accrued Income and WIPDebt control and managementCalculation of KPI deductions and monthly reporting in accordance with the contract requirements.Collate and present school meal data.Manage the Damage Log. Agreeing damage and cost liability on a monthly basis with the stakeholders and client.To support the Contract Manager in developing annual contract budgets for director approval.Support the Contract Manager in identifying all Contract requirements detailed within the contract documentation. Understand delivery of the SLA's in a timely manner and in accordance to the Facilities Management Agreement and Project Agreement.Understand and manage the requirements of the contract Pay MechanismSupporting the Contract Manager in liaising with the Finance Business Partner on a regular basis.To play an active role in the MITIE operations team in developing and supporting improvement in line with the company's values and standards.Supporting the collation of sub-contract paperwork where requiredSupporting the collation of sub-contract paperwork where requiredSupport processing for all payroll overtime claimsTo attend relevant team meetings, toolbox talks & training as required.To ensure compliance with Quality, Safety, Health & Environmental standards.Ensure that our CAFM system QFM 4 is up to date at all timesOther administrative duties as deemed reasonable.To continually promote and support a “team spirit” within the maintenance team.To recognise the importance of the teamwork in achieving the departmental objectives and to contribute effectively
What we are looking forA good general education preferably with a finance qualification aligned to Facilities Management.Proven experience of PFI Facilities Management to include experience of education contracts and excellent all round knowledge in a highly complex environment, with demonstrable success in a similar service environment and capable of delivering contractual compliance in line with contract requirements.Proven experience of establishing stakeholder relationships and achieving sustained operational success.Ability to quickly build credible relationships with a management team and clients, and challenge when necessary.Sound relationship, management and interpersonal skills.Communication, influencing and negotiating skills.The ability to work on own initiative and to drive improvement and change as necessary.Performance driven with proven commercial/financial awareness.Problem solving and decision making.Coaching and people management.PC literate with Excel and Word skills.The post holder must have a clean driving licence as travel between various sites and meetings off site will be a necessary part of the role.
Health and Safety responsibilitiesFollow Group and company policies and procedures at all times.Report any apparent deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment.Use all work equipment and personal PPE properly and in accordance with training received.Report any issues or training needs to your Line manager and /or via your divisional incident reporting system.
Mitie is committed to safeguarding and promoting the welfare of children and young people and expects all employees to share this commitment. The successful candidate will be subject to an enhanced DBS check and satisfactory references.
If you are working in regulated activity please note that you are subject to the following:
-It is a criminal offence for people who are barred from working regulated activity to apply for roles that require them to work unsupervised with that particular group (i.e. vulnerable adults, children or both).
-This post is exempt from the Rehabilitation of Offenders Act 1974 and Mitie is therefore permitted to ask job applicants to declare all convictions and cautions (including those which are "spent" unless they are "protected" under the DBS filtering rules) in order to assess their suitability to work with children or vulnerable adults.