Facilities Manager

The role

Working under the direction of the Facilities Senior Manager, and in conjunction with the Facilities Technical Compliance Manager, you will be responsible for the delivery of all services for the London office that fall under the Facilities Management remit.

These include but are not limited to: Budget and financial management (inc utilities), business continuity, car fleet management, cleaning services, contract management and tendering, environmental and sustainability initiatives (inc SECR, ESOS and Net Zero), fire prevention, front of house (inc catering), health and safety, insurance, national helpdesk, minor works, M&E (inc building and fabric maintenance), office services, post and couriers, project management, procurement, records management, recycling and waste, security (inc systems), statutory compliance, team management.

This role is key to ensuring the smooth operation of all facilities managed services to fully support the fee earning functions of the business.

You will have relevant experience in these key fields:

1. Professional services
2. Health & Safety
3. Front of house management
4. Catering services management
5. Soft services management
6. Good understanding of hard services
7. Budget management
8. Department Management

Department Management

• Day to day management of the London based facilities team, external suppliers, and contractors, including (not limited to) front of House, on site catering, cleaning, maintenance, security, pest control, post and courier services, stationery, live displays, and general office-based services.
• Ensure Facilities information and news items are kept up to date on the Sharepoint intranet system, including all group comms to London staff members.
• Ensure that all London based positions are adequately covered and that all leave requests and time sheets are correctly processed in accordance with the company's requirements.
• Ensure all staff are adequately trained to perform their duties and organise training where applicable.
• To conduct performance and development reviews with the relevant team members.

Premises Management

• To ensure the required daily, weekly, and monthly office checks sheets are all accurately completed to identify any operational, maintenance or cleanliness / aesthetic and H&S issues.
• To manage the relationship between Saffery LLP and the respective landlords/managing agents for the London office attending meetings as required.
• To manage the relationship with other occupiers of 71 QVS, ensuring effective communication is in place for all planned and reactive works, attending meetings as required.
• To manage the Saffery helpdesk system and requests raised by staff, ensuring work orders are issued as appropriate, measuring performance against defined internal and external response levels.
• To liaise with the Technical Compliance Manager to arrange for the cost-effective repair, replacement or installation of plant and equipment when required.
• Oversee all London based services to ensure meticulous presentation and maintenance of the London premises, liaising with contractors and relevant building/property managing agents to resolve issues in a timely manner.

Front of House & Catering

• Leading and managing the day-to-day activities of the front of house team, working with the wider Facilities team closely to ensure the highest standards are maintained for our client meeting rooms and associated areas.
• To ensure that the detailed FOH daily checks are completed with actions recorded.
• To manage the onsite catering and hospitality team ensuring that the highest standards of service are delivered at all times.
• To manage the relationship with our front of house specialist provider and our catering supplier attending and chairing meetings as required.
• To constantly strive to improve on the FOH and catering services offered to our clients and partners.

The team

• The Facilities team currently consists of eight people, headed up by the Senior Facilities Manager.
• This role will report into the Senior Facilities Manager.
• This role will have several direct reports all of whom will be based out of the main London office.
• This role will form part of the Rota that supports a 24-hour on call standby in case of any emergency including, security breakdown or major plant failure, which may include attending the office out-of-hours depending on the nature of the situation.
• This role will need to work closely with the Facilities Technical and Project Managers, and the regional office managers.

Health & Safety

• Ensuring compliance with all standards relating to Health and Safety at Work Act(s) and the management of health and safety regulations. To hold periodic Health and Safety review meetings with relevant London based staff.
• To manage the internal and managing agent permit to work system.
• Adhere to, and maintain knowledge of, all applicable legislation pertinent to the job including health and safety at work.
• Ensure adequate fire marshals are appointed and trained and that instructions are clearly posted and understood.
• Ensure compliance with the fire certificate - fire drills, weekly alarm testing, staff awareness training sessions.
• Ensure Fire evac chair training is completed with results recorded for auditing purposes.
• Ensure completion of site Induction training of new staff with results recorded for auditing purposes.
• Ensure all certification for the offices are current, e.g., PAT testing.

Budget Management

• To ensure the completion of budget preparation for all aspects of Facilities Management for approval by the Senior Facilities Manager.
• Monitor actual expenditure against the approved budgets. Prepare variance analysis and forecasts on an ongoing basis.
• Prepare budgets for specific projects and recommend cost saving initiatives.
• Monitor the team to ensure all recharges are completed to agreed timescales.
• Ensure all general financial administrative duties such as raising of purchase orders, purchasing, processing invoices are completed to agreed timescales.
• Ensure that an accurate invoice and budget tracker is maintained for all services that fall under the responsibility of the facilities team.

Moves / Project Management

• To plan, organise and implement all office changes, re-configurations and ad-hoc projects in conjunction with senior management and the Property & Projects Manager.
• To ensure effective communication to building management, occupiers, and where applicable landlord of 71 QVS.
• Management of Managing agents permit to work system ensuring compliance by Saffery.
• Ensuring Building Management team are updated with all projects and periodical works.
• Management of delivery for all minor projects related to internal churn, space management, energy and waste management and M&E / infrastructure works.

Premises Security

• To ensure that the day-to-day management of the Saffery security system including new starters and leavers passes and swipe report requests are completed, and that all information held on the Saffery security system is accurate, up to date and compliant with current GDPR legislation.
• Ensure that all information holding the landlord's security system is accurate, up to date, and compliant with current GDPR legislation.
• Supervise and advise on all matters concerning the overall security of the organisation and the London premises.
• Ensure any regulatory FCA requirements are complied with.

General

• To observe the company's policies on data protection, whistle blowing, money laundering, dawn raid, health and safety, fire safety management, business ethics/code of conduct and customer service standards. To work in accordance with the requirements set out in department procedures.
• To act at all times with professional integrity. From time to time, the role may be exposed to sensitive information, and the job holder must at all times ensure the confidentiality of this information whether concerning members of staff or company business.
• To treat internal customers fairly and act in their best interests by offering a transparent, efficient, and professional service.

The office

• This role will be based in our London office where attendance will be required four days per week with one day working from home, including potential for ad-hoc travel to other regional offices.
• Start and finish times are currently set as 9-5 Monday to Friday. Amendments to this can be discussed as long as the core hours per day are maintained.

You

• Experienced Facilities practitioner with relevant qualifications. Likely to have a relevant degree or equivalent and may be a part qualified or qualified professional within the discipline or have extensive equivalent experience.
• Significant and current experience within a professional services environment required in the delivery of facilities management to professional services companies.
• Experience of supervising and managing a team, providing technical guidance, and ensuring compliance with internal policies and procedures.
• Experience within the area of works to manage relevant situations without supervision and provide advice and guidance to others.
• Experience of interpreting policy and developing procedures/systems.
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