Facilities Manager

Owen Reed are seeking an experienced and highly motivated Facilities Manager to oversee the delivery of all office services whilst managing all planned and reactive works to ensure the premises
are safe, well maintained and operate in compliance with all relevant regulations. The role will
include line management of the Facilities Assistant, General Office team and Records
Assistant.
Role/Responsibilities
Your main responsibilities will include:

• Responsibility for the facilities helpdesk service and query resolution including liaising
  with building management and external contractors, keeping internal records up to date
  and ensuring all issues are followed up to a satisfactory resolution.
• Ensuring all contractors and suppliers provide a cost effective and high-quality service, in
  accordance with their contractual terms and undertaking tender processes where
  appropriate.
• Ensuring all pre-planned contractor works are undertaken in accordance with in-house
  and building management processes from arranging bookings through to tasks
  completion, with appropriate documentation supplied as required.
• Ensuring all reactive works are undertaken in accordance with in-house and building
  management processes, which may include attendance out of hours at short notice, with
  any business critical issues being reported to the Head of Business Services.
• Ensuring all joiner and leaver tasks are completed, including attending partner
  onboarding and exit meetings and conducting new joiner inductions.
• Ensuring the office environment is effective for agile working, to include operation of the
  desk booking system, locker provision and supporting the clear desk policy.
• Contributing to environmental initiatives and attend quarterly meetings to review
  progress on objectives towards meeting our Net Zero 2030 target.
• Collaborating and communicating effectively at all levels of the business via in-person
  and online communications including responsibility for updating the Facilities intranet
  page.
• Acting as project manager, under the direction of the Head of Business Services, on all
  facilities projects. To include preparation of project plan and timeline, obtaining costings
  in accordance with budget, liaising with contractors throughout and ensuring timely,
  accurate delivery of the programme with comms issued to staff as appropriate.
  Responsibility for managing the Facilities Assistant, the Records Assistant, and the
  General Office team and undertaking all required performance reviews.

Ensure Health and Safety Compliance in relation to:

• Compliance of the number of fire marshals, first aiders, DSE assessors and arranging
  training where required for these roles as well as manual handling given to new joiners.
• Performing the role of fire marshal and acting as a fire co-ordinator during evacuations.
• Being a member of the Command Centre Team during business continuity events.
• Performing the role of DSE assessor in relation to new joiners and when receiving
  referrals from HR.
• Ensuring all health and safety records are accurate and up to date. To include
  undertaking or engaging external assessors to undertake risk assessments as required,
  arrange for any follow-up actions to be completed promptly, as well as obtaining
  documentation from the building management company on their works which impact
  our demise.
•  

Ensure the office is secure by:

• Providing feedback to the building management company on any security issues or
  concerns relating to the common areas or building reception.
• Ensuring the access control system operates correctly, is always up to date, and that
  periodic audits are undertaken.
• Taking responsibility for all arrangements regarding upgrades to access control
  equipment and security processes arising from changes in protocols in both the landlord
  and tenant areas. Ensure all internal processes are communicated to staff promptly.

PERSON SPECIFICATION
Our ideal candidate will have the following:

• WFM Qualification
• IOSH Qualification
• Fire Marshall training completed within the last 3 years
• First aid training completed within the last 3 years
• DSE Assessor training within the last 2 years
• A focus on client needs
• A high standard of written and verbal communication
• People Management/Supervision Experience
• Experience in managing tenant demised areas within a multi-occupancy building
• Records management experience including compliance with GDPR
• Refurbishment project experience within an agile working environment