Facilities Specialist (Investment Firm)

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  • Job Reference: PR/000710
  • Job Title: Facilities Specialist (Investment Firm)
  • Location: West End, London
  • Basic Salary Range: Up to £50,000 + Package & Opportunities
  • Job Type: Permanent
  • Posted 3 years ago
  • This position has been filled

Our client, a global investment firm, are looking to recruit a Facilities Specialist to join their fast-growing organisation.
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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.




Facilities and Office Services

  • Act as liaison with building management office for staff parking (vehicle, bicycle).
  • Track and report on parking privileges contracted through premises leases
  • Respond to afterhours access requests at the site
  • Support multiple initiatives at once with varying degrees of ownership while working closely with colleagues in Facilities and Office Services and across other departments
  • Independently research and pursue information relevant to departmental initiatives and projects
  • Act as an advisor on security support and administrative matters to colleagues locally and in global offices
  • Work alongside and acts a back up to other members of the Facilities & Office Services team for all facility maintenance and repairs
  • Assist with space preparedness and readiness – access, security and life safety for new space as well as existing space
  • Assist with internal moves
  • Be responsible for Acceptable Use Standard (AUS) and background checks compliance by external suppliers and service providers; conducts annual renewal. Liaise with global offices to ensure global compliance
  • Participate in the new hire process; greet all new hires on Day 1 to issue identification/access cards; coordinate with the building security team for base building programming on the access cards

The Facilities Specialist will be responsible for providing administration and support to ensure effective and efficient office operations. You will act as an ambassador and subject matter expert for the department and play a key role in representing the department in a professional and on-brand manner. 


  • 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.


  • Experience in Facilities/Office Services (operations, maintenance, security, housekeeping, etc.)
  • Knowledge of and prior experience working with access control and CCTV systems an asset
  • Knowledge of and prior experience with respect to occupational health and safety/workplace safety an asset.
  • Possess in-depth knowledge of work routines and procedures related to Facilities and Office Services
  • Solid, comprehensive working knowledge/understanding of occupational health and safety legislation (including employer and employee obligations)
  • Advanced knowledge of MS Word, and Excel is required; and basic/working knowledge of MS PowerPoint an asset
  • Must be customer focused with a desire to exceed customer expectations
  • Exceptional attention to detail with demonstrated excellent judgement, professionalism and integrity
  • Have a can-do attitude



A reliable, punctual and dependable individual is required, who can perform well with general supervision.
  • 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.

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