Gard Facilities Officer Recruitment

Background

Gard, a leading organisation within the marine insurance sector, appointed Maxwell Stephens to recruit an experienced Facilities Officer to support the management of its office and residential property portfolio.

The role carried responsibility for the day-to-day operation of the main office together with three residential properties, and needed someone able to balance practical facilities management, maintenance, health and safety and emergency responsibilities. Reporting directly to the Office Manager and working on site full time, the successful candidate had to be proactive, dependable and confident working independently, while maintaining high standards across both workplace and residential environments.

The Challenge

Gard needed a Facilities Officer who could integrate quickly into the organisation and take ownership of a varied operational remit. Health and safety was a particularly important element of the position, alongside practical maintenance capability and the ability to respond effectively to facilities issues as they arose. Key requirements included:

• Office and residential facilities management. Managing facilities matters across the main office and three residential properties, keeping each location safe, functional and appropriately maintained.
• Health and safety management. Taking responsibility for day-to-day workplace health and safety requirements and helping to keep procedures and documentation up to date.
• Fire safety and first aid. Supporting workplace emergency preparedness, including First Aider and Fire Warden duties.
• Maintenance and repairs. Applying strong practical maintenance skills to identify issues, coordinate repairs and resolve facilities problems promptly.
• Time and priority management. Managing a varied workload efficiently and prioritising urgent operational requirements without losing sight of routine responsibilities.
• Independent working. Operating with a high degree of autonomy while keeping the Office Manager informed of facilities issues and priorities.
• Working under pressure. Responding calmly and effectively to unexpected building, maintenance or safety issues within a busy corporate environment.

The ideal candidate would combine facilities management experience with practical workplace knowledge, and needed an IOSH qualification, strong maintenance skills, excellent time management, a self-motivated and proactive approach, the ability to work independently, strong problem-solving skills, confidence under pressure and a professional, dependable attitude. Given the full-time, office-based nature of the position, cultural fit and reliability were also particularly important.

Single-officer facilities roles of this kind are harder to fill than their size suggests. There is no team to absorb a bad day: the same person carries the maintenance, the compliance paperwork and the emergency response, and residential properties add out-of-hours expectations that a purely office-based candidate may not have met before. An IOSH qualification is a sensible minimum for that combination, because it shows the candidate has been trained to manage safety rather than simply to follow instructions.

Our Approach

Maxwell Stephens built a targeted recruitment strategy around a detailed understanding of Gard's operational and cultural requirements.

• Understanding the requirement. We worked closely with Gard to establish the responsibilities, technical requirements and personal qualities needed for the position, producing a clear candidate profile covering both practical facilities competence and health and safety expertise.
• Targeted candidate search. Using our specialist facilities management network and industry connections, we identified candidates with relevant experience across workplace operations, maintenance and health and safety.
• Detailed assessment. Candidates were assessed on facilities management experience, health and safety knowledge, practical maintenance skills, organisation and time management, ability to work independently, problem-solving capability, performance under pressure, interpersonal and communication skills, and cultural fit with Gard.
• Shortlisting and placement. Following detailed screening and interviews, we presented Gard with a shortlist of suitable candidates and supported the organisation through the final selection process.

The Outcome

Maxwell Stephens placed an experienced Facilities Officer who closely matched the requirements of the role, bringing a strong facilities management background, health and safety expertise and a proactive approach to day-to-day problem-solving. The appointment has given Gard:

• Stronger facilities oversight. Dedicated facilities support across both the office and the residential properties, strengthening day-to-day operational control.
• Better health and safety. The candidate's experience and IOSH knowledge support a structured approach to workplace safety and associated responsibilities.
• Faster maintenance response. Strong practical skills and a proactive working style mean maintenance issues are identified and addressed efficiently.
• Greater emergency preparedness. First Aid and Fire Warden responsibilities have strengthened the organisation's ability to respond to workplace incidents.
• Improved operational efficiency. Good organisation and time management allow the Facilities Officer to balance routine responsibilities with urgent requirements.
• Dependable day-to-day support. The ability to work independently while keeping the Office Manager informed gives Gard reliable, consistent facilities support.

Why This Placement Worked

The placement gave Gard a Facilities Officer able to balance health and safety, practical maintenance, property support and day-to-day workplace operations across a varied portfolio. It shows what recruiting for roles like this involves: technical capability, reliability, initiative and attention to detail all matter equally, and a search that weighs only the first will miss the people who actually succeed.

If you are looking for an experienced Facilities Officer or Facilities Coordinator to strengthen your workplace and property operations, Maxwell Stephens can help. Get in touch with our team.