Facilities Manager

Overview
To manage all aspects of the Woking Head Office from a facilities perspective to ensure a compliant, and effective working environment for all employees.
This is a critical role in ensuring the smooth running of the office, maintaining a high quality environment for head office colleague and setting the standard for all offices in the UK, within Nomad Foods.
Responsibilities
Facilities, risk management and PPMs:

• Establish standards within the office and holding teams to account for upholding them. Very high standards must be upheld in the office with regards to respecting the space (neat, tidy and so on)
• Creating specs for – and managing – facilities contracts and third-party providers related to the running of the office e.g., tenders and subsequent management of landlord, coffee, water, cleaning, maintenance and biophilia, parking relationships and contracts
• Budget Management – working with finance team to own and advise on annual facilities budget. Raising and receipting PO\’s, invoice checking, organising approvals. Raising new vendor documentation. Liaison with Accounts Payable Team, and other invoice & accounting related activities related to the site. Validating invoices match the forecast
• Ownership and administration of business rates payments
• Collating trends (of issues) and reporting these back to the relevant stakeholder (e.g., IT / FoW Director)
• Is health and safety qualified; and trained as a fire marshal. Leads debriefs post fire practice or events to raise capability of all colleagues and supported by other fire marshals
• Point of escalation / contact for colleagues to report any site issues plus any subsequent resolution of said issues with internal or external agencies / third parties
• Ensuring compliance to the waste disposal programme within the site
• Ensuring compliance to required health and safety processes e.g., but not limited to legionella, fire safety etc
• Establish and train (with external parties where needed), fire marshals and first aiders; ensuring they are always sufficient in number and distributed across the office in accordance with health and safety needs
• To hold fire testing as required by the site / as dictated by site protocols
• Investigating issues and identifying solutions to unplanned spend (e.g., M&E breakdown) – sourcing quotes and making recommendations on the suggested solution, then aligning with the Workplace Manager prior to commitment where needed
• Ensuring signing is up to date and consistent with Nomad Foods processes and guidelines

Colleague Engagement

• To support the office engagement programme

Reporting and occupancy management

• Tracking and reporting attendance; identifying pinch points and gaps
• Managing the meeting room booking system; prioritising bookings and triaging them – ensuring good usage of collaboration areas

Networking and gathering external insight

• Prioritise networking and actively gather external insights related to facilities management, identifying and introducing innovative ideas and best practices to drive continuous improvement with the role

Qualifications
Essential

• Facilities management
• Certified fire warden
• First aider
• Experience in managing office budget and dealing with external suppliers
• Positive and resilient can-do attitude
• Welcoming disposition
• Excellent communication skills
• Great team player
• Collaborative and willing to make change
• Proficient user of Microsoft package
• Highly organised
• Customer service
• Problem-solving
• Stakeholder management
• Influencing

Desirable

• WIFM (workplace institute for facilities management)
• NEBOSH – National Examination Board in Occupational Safety and Health (risk management)
• Proficient use of administrative tools (e.g., Ariba, Concur, etc)