Job Summary
Our client, a known private law practice are seeking a highly motivated and experienced Facilities Manager to lead and manage the provision of office services, including overseeing planned and reactive maintenance, ensuring safety and compliance with regulations, and managing a small team. You will ensure the smooth and efficient running of facilities operations, delivering high-quality services to the business. The role requires close collaboration with the Head of Business Services and effective communication at all levels.Key Responsibilities
- Facilities Helpdesk & Query Resolution: Oversee the helpdesk system, handle queries, and liaise with building management and contractors. Ensure internal records are maintained and that all issues are resolved satisfactorily.
- Supplier & Contractor Management: Manage supplier relationships to ensure cost-effective, high-quality services in line with contracts. Undertake tender processes when necessary and ensure contractors' works are completed as required.
- Planned & Reactive Works: Manage pre-planned contractor works and ensure compliance with building and in-house processes. Attend to reactive works, including urgent out-of-hours needs, and report critical issues to the Head of Business Services.
- Joiner & Leaver Processes: Ensure smooth onboarding and offboarding for staff, including attendance at partner onboarding meetings and conducting new joiner inductions.
- Agile Working & Office Environment: Ensure the office environment supports agile working practices, managing the desk booking system, lockers, and enforcing the clear desk policy.
- Environmental Initiatives: Contribute to the company's Net Zero 2030 environmental objectives and participate in quarterly meetings to review progress.
- Project Management: Act as the project manager for facilities-related projects, preparing plans, timelines, and budgets. Liaise with contractors to ensure timely delivery of projects.
- Team Leadership: Line manage the Facilities Assistant, Records Assistant, and General Office team. Oversee performance reviews and professional development for these roles.
- Health & Safety Training: Ensure compliance with fire marshal, first aid, and DSE assessor requirements, arranging training for the relevant team members.
- Risk Assessments: Perform or commission risk assessments, ensuring follow-up actions are completed. Maintain accurate health and safety records, liaising with building management as required.
- Business Continuity: Participate as a member of the Command Centre Team during business continuity events, including fire marshal duties and acting as a fire coordinator.
- Access Control: Manage the access control system, ensuring it operates correctly and is updated. Conduct periodic audits and oversee upgrades to security equipment and processes.
- Building Security: Provide feedback to building management regarding any security concerns and ensure tenant areas are secure.
Our ideal candidate will possess the following qualifications and skills:
- IWFM Qualification
- IOSH Qualification
- Fire Marshall & First Aid Training (within the last 3 years)
- DSE Assessor Training (within the last 2 years)
- Strong client focus with excellent written and verbal communication skills
- Proven people management and supervision experience
- Experience managing tenant demised areas within a multi-occupancy building
- Records management experience, including GDPR compliance
- Project management experience within an agile working environment
- Ability to collaborate effectively across all levels of the business
