Facilities Team Lead

Zodiac Maritime is an international ship operating company providing a full range of management services for a wide and diverse fleet of commercial ships, spanning containership to tankers, bulk carriers to PCTCs, and a growing orderbook focused on dual-fuel vessels to improve overall fleet energy efficiency.

Headquartered in London’s bustling West End, our modern, open-plan offices accommodate a growing team of over 200 people. With representative offices across Europe and Asia, our shore-based headcount grows as our fleet continues to expand and diversify, as does our dedicated crew of over 6,500 seafarers.

This is an exciting time for the company as we continue to grow and modernise our fleet and operations. We are looking for hard working and dynamic individuals to come aboard and be a part of the next generation of the Zodiac Maritime team!

Position: Facilities Team Lead

Contract type: Permanent

Reporting to: Facilities Manager

Overview of the role

In this varied role, you will draw on your previous Facilities experience to ensure the highest standards of service and support are delivered to the Principal's and all internal departments. As a key point of contact in the team for the Principal's and Zodiac staff members, you will need to skilfully manage shifting priorities, and effectively liaise and provide timely updates to various stakeholders. A strong team orientation, performance ethos, and the ability to quickly build trusted relationships and a good rapport with all personnel, will be critical to your success in this role.

Key responsibilities and primary deliverables:

Maintenance

• Oversee all office-based maintenance and monitor office reports, as required
• Organise access to the building for contractors, liaising with on-site personnel and reporting any issues to the Facilities Manager
• Oversee & arrange any on-site contractors - updating the business of any intrusive works being carried out
• Assist with the monitoring of contractor performance, ensuring all necessary documentation (certificates, reports, photos etc) are provided by suppliers in a timely fashion and a record is kept on file

Facilities Operations

• Assist in fire drills in accordance with company and landlord guidelines and ensure compliance with statutory regulations on fire and health and safety standards
• Oversee the cleaning for the floors and raise any issues to the Facilities Manager
• Be a point of contact for suppliers and ensure office supplies are resourced correctly including ordering stationary, cleaning products etc
• Carry out and document risk assessments and ensure H&S requirements are met
• Monitor the CCTV & security for the floor and ensure any maintenance is carried out to ensure it is working effectively
• Manage office moves and redesign projects for the office
• Working with the team to share knowledge, improve processes and raise the standards of performance across all facilities activities

Administration

• Manage all incoming invoices related to the department
• Oversee any department audits
• Assist with new joiner office inductions, as well as arranging security passes and finger-print access
• Ensure all employees are aware of Health & Safety policies
• Record and report all accidents within the accident log
• Keep process and procedure manuals relevant

Company Apartments

• Manage the Company apartments availability for Zodiac staff
• Book any hotels for Zodiac staff when coming to the UK

Post, Couriers and Archive

• Assist with post, couriers and deliveries for the office
• Take mail & parcel items to the post office
• Manage archive requests

Kitchen / Break-out room

• Support the Facilities Coordinator in the breakout areas, ensuring it is kept clean and tidy
• Ensure all kitchen equipment is maintained and tested regularly
• Maintain the stock levels and ordering of the vending and coffee machines

Ad Hoc Duties / Projects

• Attend to any general office requests
• Review RAMS for external contractors
• Oversee department spend
• Back up for driving jobs for the Principal's
• Manage team workload / calendars
• Oversee office improvements / changes

Skills Profile

• High school diploma or equivalent
• Minimum of 3-5 years' experience in a similar role
• First Aid
• IOSHH would be an advantage
• Previous team management experience
• Good knowledge of Health & Safety
• Highly organised with the ability to manage multiple projects and prioritise work streams under pressure & problem solve where required
• Ability to work both independently and as a team player, always ensuring that tasks are completed to the highest standard and cohesion within the team is maintained
• Ability to build up trust with colleagues and staff quickly and engage with various stakeholders
• A flexible, friendly, helpful, enthusiastic, can-do attitude, with an eagerness to assist fellow team members and colleagues and muck-in as required
• Driving Licence

This is an office based role.