Facilities Manager (Part Time)

A leading financial services company who provide services across the US, Europe and Asia have assigned Maxwell Stephens, to recruit for a Facilities Manager on a part time basis.

This is 2 days a week, 12 months fixed-term contract. The salary equates to £26,000 for two days per week per annum.

This is a new role covering management of their offices in London and Frankfurt and ensuring that a seamless level of facilities management and front of house management is provided to the business.

Reporting to the Director of Finance, you will directly manage 3 in-house Associates within the current structure, temporary resources when required, alongside an outsourced service delivery team.

Key Responsibilities

Facilities:

● Responsible for both hard and soft services. Strong emphasis on soft, world class and bespoke corporate services.

● Implement firm wide FM policies to meet local standards and requirements.

● Implement and monitor adherence to global facilities policies and procedures

● Ensure facility procedures comply with local regulations to ensure statutory and regulatory compliance

● Manage Facilities Assistant to provide day-to-day office services (mail, office supplies, kitchen supplies, archiving)

● Managing the annual Facilities budget, providing updates and monitoring costs with an emphasis on cost efficiency

● Conceive and implement internal FM communication plan with stakeholders and building users

● Provide onsite supervision for the successful implementation of facilities projects • Obtain visibility into utilities and monitor site utilization

● Evaluate the service that we receive from suppliers and be proactive in taking action to improve services.

● Maintain positive relationships with leadership, associates, sub-contractors, suppliers, architects, and building managers.

● In partnership with the US prepare and monitor operating budget.

● Manage facilities and physical security incidents and crises as they occur by facilitating communications, assisting with the business recovery process, and organizing root cause analysis and corrective actions.

Business Continuity:

● Work with Business Continuity Department to maintain and exercise Business Continuity plans.

● Lead emergency preparedness efforts

● Ensure BCP are regularly updated in liaison with local business leaders and cascade of information with up to date alert system.

Procurement:

● Manage contract management policies and procedures

● Negotiate favourable terms with Facilities/office suppliers and work with Legal in the US to ensure contracts are fit for purpose and best value

Health & Safety:

● Have an up to date knowledge of health and safety legislation and ensure that Baird adheres to its responsibilities as an employer

● Ensure that health and safety policies and procedures are up to date and adhere to best practices

● Conduct health and safety inductions with new starters

● Conduct workplace and DSE risk assessments

● Responsible for emergency preparedness including fire risk assessment and ensuring all action points are dealt with

Person Specification

● Excellent in-house client-side FM service delivery

● Ability to influence a range of key stakeholders and act as SME for FM at all levels of the organisation

● Ability to conceive, develop and implement new FM systems

● IOSH qualification is required with preference for NEBOSH.

● Experience of leading hybrid teams across both insourced and outsourced models

● Experience of procuring FM services and managing FM contracts

● Experience of implementing data capture, performance measurement and management systems

● Experience of providing a high level of corporate facilities management/front of house service in an organisation operating across multi-site locations ideally in more than one country

● Member of IWFM

● Excellent written and verbal communication and interpersonal skills.

● Strong collaborator and superior leadership – demonstrated ability to influence and build consensus around new ideas and methods at all levels of the organization.

● Ability to adapt – the individual will need to adapt quickly to changes in scope or direction and be flexible to adopting changes quickly.

● Customer-oriented with a strong service mentality.

● Must be a results-driven, process-oriented individual focused on continuous improvement. Strong problem-solving skills – the individual identifies and resolves problems in a timely manner and gathers and analyses information.

● Strong planning and organizational skills – the individual prioritizes and plans work activities, uses time efficiently and develops realistic action plans.