How We Placed a Stellar Facilities Coordinator at GAM

The Client

GAM is a leading independent asset manager with a significant global presence. With over 1,000 employees spread across 12 countries and managing assets worth over USD 118 billion, GAM offers a broad spectrum of investment services under the brands GAM and Julius Baer Funds. Their private labelling business supports third-party institutions with fund administration and other services. Renowned for their active investment management approach, GAM maintains a strong, flexible infrastructure and encourages an open culture that attracts top investment talent and fosters long-term client partnerships.

The Position

GAM sought a Facilities Coordinator to join their Facilities Department in London on a fixed-term contract. This critical role required managing all procured services, contracts, and utilities, ensuring the highest standards of customer service for internal clients and vendors.

Key Responsibilities and Deliverables

• Service Management: Serve as the primary point of contact for internal clients regarding services from external sources, maintaining high service standards.

• Compliance: Ensure compliance with Health & Safety, security, and other legislative requirements, collaborating with internal clients, consultants, contractors, and vendors.

• Contract Oversight: Manage contracts and vendors, monitor performance against service levels, and maintain service level agreements and key performance indicators.

• Procurement and Documentation: Ensure all procured services have appropriate contract documentation, approved by the Legal Department and signed by two directors.

• Financial Management: Raise purchase orders and capital expenditure forms, supply invoices to the Finance Department, and manage budget awareness.

• Record Keeping: Maintain electronic records to ensure compliance with Facilities procedures, legislation, and good industry practice.

• Supplier Management: Conduct regular review meetings with key suppliers/contractors to ensure smooth service delivery and good working relationships.

• Reporting: Collaborate with the Maintenance Manager to prepare monthly departmental reports and provide Corporate Social Responsibility statistics bi-annually.

• Security: Contribute to the physical security of GAM (U.K.), including being on call outside of working hours.

• Fault Management: Address reported faults from sub-tenants and internal clients, ensure timely resolution, and generate management reports.

The Results

We successfully placed a candidate who met GAM's stringent requirements for the Facilities Coordinator role. The chosen candidate exhibited:

• Expertise: Extensive experience in building management support, including contract tendering, evaluation, and performance management.

• Skills: Strong verbal, written, and problem-solving skills, with excellent time management and negotiation abilities.

• Qualifications: Professional qualification in Facilities Management, membership in the British Institute of Facilities Management, and budget management awareness.

• Personal Attributes: Ability to work under pressure, client-focused approach, strong interpersonal and leadership skills, and a commercially focused mindset.

The appointed Facilities Coordinator seamlessly integrated into GAM's Facilities Department, significantly contributing to the department's efficiency and service quality. By effectively managing contracts, ensuring compliance, and maintaining high standards of customer service, the FC played a pivotal role in supporting GAM's operational excellence.