Facilities Manager

Our client, a financial services company, are now seeking a Facilities Manager to join their team. This is a multi-disciplinary, strategic role covering a range of activities which together provide a safe and efficient working environment for all staff.  The role covers strategic space planning, building and supplier maintenance and management, Business Continuity planning, CSR awareness and Health & Safety (H&S) management as well as day to day facilities.

Key Responsibilities:          

Planning & Facilities Management:

• Management of supplier contracts up to a value of £100,000 ensure excellent service is provided to the company
• Management and coordination of building maintenance, ensure issues are identified and repairs are completed in a timely manner
• Day to day facilities management for business operations, including but not limited to the coordination of team moves, space management reviews, liaison with suppliers
• Coordinate procedure reviews to ensure processes are fit for purpose
• Manage the online facilities tracking system

Project Management:

• Make recommendations for office fit outs and moves
• Assist the Head of Facilities with the research, planning and coordination of office fit outs and moves for company locations, ensuring appropriate timescales and involvement of key stakeholders
• Engage and manage external suppliers as appropriate

Staff Management:

• Manage the Reception, Meet & Greet Services and Hospitality Team consisting of both permanent and temporary staff
• Plan for and ensure the Front of House services are adequately staffed to provide the required service
• Ensure all staff are adequately multi-skilled and trained to assist in all areas of Front of House (Reception, Meet & Greet Services and Hospitality)
• Plan, organise and provide training for the Front of House services team to provide the highest standard of internal and external customer service possible
• Monitor and review service outputs by the team and make recommendations for improvements and efficiencies where appropriate

Hospitality:

• Ensure the Front of House environment is adequately maintained to the required aesthetical standard
• Provide relief duties for the Front of House team where required (holidays / sickness / events)
• Manage relevant soft-services relating to the aesthetics of the environment reporting faults/issues as appropriate (Cleaning / Maintenance / Redecorations)
• Ensure Front of House and Back Office support zone / tea point areas remain H&S compliant with regard to the cleanliness, environment and handling of food and drink

Other:

• Maintain a compliant work environment, ensure policies and risk assessments are reviewed and updated as appropriate and policy documents are uploaded to the intranet in a timely manner
• Ensure the company maintains ‘corporate social responsibility’ in respect of carbon emissions
• Invoice management and approval in conjunction with the Head of Facilities Manager
• Comply with relevant procedures and policies
• Manage the relationship with the office stationery suppliers and oversee the ordering and stock control process in line with the budget
• Build relationships with the office cleaning providers, giving direction and feedback where appropriate
• Maintain responsibility for subscription ordering

Skills and Experience

• Ability to work to deadlines
• Experience in management of at least three direct reports
• Experience in a similar role in building or facilities management
• Health and safety legislation and ergonomic experience (DSE assessments)

Competencies:

• Project management
• Concern for quality
• Information seeking
• Initiative
• Problem solving
• Customer focus
• Time management
• Team working
• Self-motivated
• Flexible

Qualifications:

• HNC/D or equivalent H&S qualification

If you believe you have all the required experience, please contact the friendly Maxwell Stephens Team on cv@maxwellstephens.com or call 0207 118 4848 to discuss in more detail.