Facilities Manager

This role requires an ability to be well-organised, attentive to detail, diplomatic and maintain a high level of confidentiality. The job entails managing any day-to-day Facilities matters, building issues, health and safety, suppliers and contractors, including cost control and agreeing contracts, for all our offices.

Key Duties and Responsibilities              

• Schedule and approve planned preventative maintenance (PPM) requirements for all sites.
• Report any facilities issues with the maintenance team.
• Review and maintain Facilities processes and procedures, including the matrix of costs.
• Ensure water hygiene standards are met and maintained for all sites.
• Manage in house facilities contractors.
• Schedule out of hours facilities maintenance tasks if required and book in contractors using the Building management system
• Review and approve Risk assessments and method statements (RAMS)  for scheduled works
• Liaise directly with building management/landlord on any facilities, security and H&S issues for all sites.
• Arrange PAT testing as and when required.
• Attend quarterly tenants meetings for London and regular reviews for other sites.
• H&S inductions for all new staff, including access passes and intranet updates.
• DSE assessments for all staff and follow ups as required.
• Maintain H&S standards, ensuring compliance with regulations for all sites, including changes in legislation and good practices.
• Complete annual Fire Risk Assessments & H&S Risk Assessments for all sites.
• Space plan, including forward planning and seating plan updates.
• Contract management, including annual reviews, benchmarking, quarterly meetings, monitoring KPI’s.
• Supplier management, including attending quarterly supplier meetings for cleaners
• Maintain diary of notice periods for contractors and suppliers.
• Assist the COO with ad-hoc projects.
• Maintain and test Business Continuity Plan and mass communications tool.
• Responsible for delivering and managing the facilities budget.
• Report quarterly to partners.
• Review and reduce carbon footprint and contribute towards developing improvements in Environmental, Social & Governance (ESG) policies and practices.
• Perform annual review of Modern Slavery policy and action as required.
• Ad –hoc risk assessments as necessary.

General

• Manage and maintain facilities related spreadsheets.
• Authorise facilities related invoices.
• Manage archiving system.
• Perform monthly H&S checks.
• Arrange Fire Marshal, First Aider and Legionella Awareness training.

Person Specification

• Well-presented and articulate.
• To be able to maintain confidentiality.
• Demonstrate attention to detail.
• Ability to work under own initiative.
• Methodical approach to work and problem solving
• Flexible.
• Able to prioritise.
• Work to tight deadlines and under pressure.
• Professional Services experience.
• Methodical approach to problem solving.

Skills

• Deep understanding of Facilities management and Health and Safety.
• IWFM and IOSH certification.
• Excellent Verbal/ Written communication skills.
• Customer service skills; able to deal with internal and external client queries in a professional manner.
• Experienced in Word and Excel spreadsheets.
• Professional telephone manner.
• Organized and able to create new office systems as required.
• Accurate keyboard skills.