Facilities Specialist (Investment Firm)

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WHAT YOU WILL DO

Health and Safety

• Develop, implement and administer health and safety programs to meet legislative requirements and the client’s global standards and requirements
• Implement necessary processes and training programs to ensure compliance with health and safety, fire safety standards.
• Liaise with peers in the client’s global offices to ensure compliance with internal standards.
• Ensure compliance with the client’s Compliance Management System (CMS).
• Work alongside the building management team to provide fire safety training as required by local legislation
• Prepare and maintain Business Continuity documentation and reference material on behalf of the department
• Work with the Senior Manager to ensure the Facilities and Office Services team meets its annual Accessibility commitments
• Develop and deliver employee health and safety training (including fire warden training) required by legislation or the clients fire emergency procedures
• Responsible for regular Life Safety checks according to predetermined schedules (includes annual workplace inspections; monthly fire extinguishers, first aid kits and AED unit inspections)
• Manage the Find Your Flag program to account for staff and guests in emergency situations; coordinate global programs
• Organize and administer the annual Flu Shot Clinic and arrange First Aid/CPR/AED training
• Provide Life Safety-Incident reporting
• Manage the Persons Requiring Assistance program in partnership with Building Management
• Assist with the Ergonomics program by performing Ergonomic Assessments and making appropriate recommendations.

Security

• Be accountable for access control and video surveillance systems and performs day-to-day operational and administrative routines associated with access control and CCTV systems, including data base management
• Manage employee photo identification process
• Be accountable for maintaining authorized access lists to restricted areas and conducts quarterly self-audits
• Be responsible for facility and furniture key management
• Participate in annual physical IT security audits
• Investigate and report on security related incidents and losses
• Arrange and coordinate security escorts and guard service as needed
• Liaise with Building Management regarding premises security
• Coordinate freight and loading dock bookings
• Manage daily security reports from staff.
• Ensure CCTV cameras are in good working order and are operational at all times; conduct regular audits to ensure operation; place service calls on access control and CCTV systems and manage the relationship with the service provider
• Act as backup for international offices local security systems
• Verify online status of the access control and CCTV system after power shut downs, globally.

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PERSON SPECIFICATION

• Must be a team player who is highly responsive, reliable, adaptable, self-motivated and time flexible
• Must have flexibility to work additional hours from time-to-time in excess of the Standard hours. This may include mornings, afternoons, evenings and weekends as required
• Provide support and/or cover to the Office manager when required
• Be able to undertake minor maintenance repairs, to keep and maintain the London office to a high standard. To include and not limited to:
  • Minor furniture repairs
  • Basic lighting repairs
  • Building fabric repairs
• Ability to travel to support other offices, when required.