Based: POD Head Office
Reports to: CEO
KEY RESPONSBILITIES:
The Office & Facilities Manager is responsible for the smooth, professional and organised running of the POD Head Office. The role owns the physical environment, presentation standards and routine oversight of contractors and office operations. The office regularly hosts external guests, recruitment candidates and visiting managers; therefore, maintaining a consistently high standard is essential. This is a hands-on, standards-led role that requires initiative, independence, and strong attention to detail.
Duties include but are not limited to:
- Ensure the Head Office is consistently organised, professional and well maintained
- Conduct routine walk-throughs and proactively address presentation or maintenance issues
- Coordinate repairs and liaise with landlords or managing agents
- Oversee cleaning standards and contractor performance
- Manage ordering of stationery and office/kitchen supplies
- Coordinate deliveries and courier shipments
- Support routine health and safety checks and ensure compliance notices are visible
- Ensure meeting rooms are prepared, tidy and fully functional
- Clear and reset rooms following meetings
- Oversee catering arrangements and set-up where required
- Ensure all guests (interview candidates, visiting site managers and external visitors) experience a professional and welcoming environment
- Maintain reception and communal areas to a consistently high standard
- Support logistical laptop set-up for new starters in coordination with the IT provider
- Maintain oversight of company laptop allocation and returns
- Keep basic asset records for office-based equipment
- Coordinate deliveries and courier shipments
- Build and develop relationships with key stakeholders.
- Where required:
- Event management, planning & delivery incl. quarterly socials, company conferences, Xmas parties etc.
- Basic diary management of those attending and setting up meetings.
- Support activities associated with attendance at professional events (as organised by Business Development Team).
- Occasional attendance at meetings if requested to help take actions to be distributed and then followed up.
- Experience in office or facilities management
- Confident managing contractors and suppliers
Skills & Knowledge:
- Strong organisational and routine – management skills
- Able to work independently
- High attention to detail
- Good IT skills including Excel, Word and PowerPoint to support tasks
Other Requirements:
- Must evidence the right to work in the UK
- Must be able to travel to their designated place of work
PERSONAL SPECIFICATION:
Attributes & Behaviours:
High Standards: Delivers work that is accurate, and consistently to a high standard.Accountability: Takes ownership, acts with integrity and follows things through.
Clarity & Trust: Takes responsibility for their own contributions.
Communication: Communicates with confidence and credibility, adapting style to the audience.
Problem-Solving: Approaches challenges with practical solutions with a focused mindset
Learning Mindset: Actively seeks feedback and applies learning to improve performance.
Positive Energy: Brings resilience, drive, and a constructive attitude to everyday challenges.
Flexibility & Agility: Takes on additional duties when required and adapts to changing priorities
We are committed to the POD Values:
- Meticulous- preparation, process, detail, diligent, methodical, specific
- Dedicated- commitment, belief, passion, self-discipline, enthusiasm
- Smart- innovative, resourceful, original, creative, effective
- Supportive- collaborative, honest, communicative, flexible, team-player
At POD we believe in delivering a consistently high standard of service, ensuring a positive experience for both internal and external customers. This includes communicating with clarity, professionalism, and empathy across all channels; responding to queries and concerns promptly; and managing issues or complaints in a calm and solution‑focused manner, seeking support from the wider team when required.
Health and Safety
At POD, we are committed to providing a safe and healthy environment for employees, clients, residents and visitors. Health, safety and wellbeing are shared responsibilities, and all employees are expected to take reasonable care to prevent harm, manage risk, and support physical and mental wellbeing. Everyone is expected to act responsibly, follow established safety procedures, and contribute to ongoing improvements in our health and safety practices.
