Assistant Centre Manager

We are excited to be recruiting a full time Assistant Centre Manager to join our fantastic team at Grassroots, Oxford.
Put down roots at Oxford's most exciting workspace for science and technology innovators. This full-time role is key in enhancing the operational performance, customer experience and the ultimate financial performance of the centre. You will also ensure the reception services are run to the highest quality. Oxford Innovation Space operates a network of innovation centres that provide flexible workspace including offices, laboratories and workshop facilities and business support services to companies throughout the UK. Our clients are start-ups, high growth SMEs, investors and also public sector organisations that contract with us to deliver innovation centres and programmes to business.
The successful candidate will support the Community Manager to create a successful innovation centre locally, regionally and nationally by selling and marketing the product offering whilst enhancing its reputation for excellence. You will support coworking members from doing the initial tour, signing them up, keeping the customer records up to date for audit purposes and have a strong customer service approach. You will also deliver a market leading service to the Innovation Centre community in facilities, support and collaborative connections.
Main duties and responsibilities:
Operational
Assist with setting, monitoring and developing the standards of the building's presentation, including cleanliness, health and safety and security.
With support from ‘Operations' ensure compliance with statutory and mandatory obligations under the Health and Safety at Work Act
Maintain and deliver the Planned Preventative Maintenance (PPM) schedule in a timely manner
Assist in Procurement and management of Contractors, Suppliers and Consumables
Primary responsibility for implementing the agreed standard operating procedures and monitoring criteria with the centre team
Maintain Centre Asset register & Contract Database
Manage all maintenance of the centre and oversee the works through to completion
Manage assets, stock and inventory and replenish consumables where required
Assist in setting up, reporting and maintaining in-house IT systems
Where applicable ensure that all information is dealt with in accordance with GDPR and Money Laundering Regulations
Maintain records and documentation to comply with our Quality Management System ISO9001:2015 & ISO14001
Contributing to developing a culture of quality service and customer care in all areas by encouraging open and honest feedback from the staff and tenants, assisting with regular tenant surveys and regular staff coaching
Strong contribution to promoting and building the centre's reputation for exceptional standards of customer care
In the absence of the Centre Director/Manager, ensure that an appropriate competent employee is always on duty and able to deal with emergency procedures
Undertake any additional tasks as proposed by the Centre Director/Manager
Financial
Support the Centre Director/Manager with Financial Management Information to include invoicing customers and debt management
Assist in budget planning and monitoring of expenditure and cost
Assist in financial reporting and demonstrate an understanding of Profit and Loss
Raise purchase orders
Reconcile invoices and ensure compliance for audit
Sales and Marketing
To support the Centre Director/Manager in promoting available space in the centre on pre-agreed commercial terms
To assist in generating revenue from various products available in the centre
Contribute to identifying additional revenue creating opportunities
Maintain an awareness of Oxford Innovation Space's range of services, projects and expertise and promote appropriately to partners and clients
Strong contribution to developing a community of entrepreneurs within the centres
Maintain an awareness and interest in the centre clients' business performance and problems and signposting to help
Assist in preparation for conferencing, events, meetings and catering for the centre
Assist in ensuring that the centre is fully exposed to the market to maximize revenue opportunities
Assist in preparation of marketing material and initiatives suitable for the centre
Experience:
Experience in the operational running of an asset of the size, character and quality of the relevant centre
Previous experience in a letting office environment preferred
Clearly identifiable management skills in order to manage a team within a service environment, ensuring overall performance is maximised
Evidence of negotiation skills within previous roles
Personal Competencies:
Attention to detail/completer finisher
Excellent administrative and organisational skills
Good communication skills, tactful and persuasive
Highly self-motivated and proactive with a desire to contribute to the company more widely
Client and customer services focussed
Ability to work under pressure and multitask
Motivate, lead and delegate tasks to team.
Team player and team leader
IT literate
What's in it for you?
Salary of up to £30,000 per annum, depending on experience
25 days' holiday plus Bank Holidays
Flexible benefits package comprising: Contributory pension
Ability to increase or decrease amount of annual leave
Ability to increase or decrease amount of life assurance cover
Private medical and dental insurance
Health screening
Bicycle purchase
Charitable Giving

Friendly, informal and flexible working environment - so you can make the most of your home and your work life.
We are an equal opportunities employer and welcome applications from all backgrounds.
We reserve the right to close the vacancy once we have received sufficient applications, so we would advise you to submit your application as early as possible to prevent disappointment.

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