Facilities Manager in London

The Facility Manager is responsible for the delivery of facilities services across the company premises. Key focus for this role is to ensure that all facility management services are delivered in a confident, efficient and safe manner ensuring the premises are legally compliant and maintained to a high standard. Out of hours or weekend work may be required on occasion.

Objective: The successful candidate will be able to work in a highly organised, methodical manner, be self-driven, and a team player with the ability to prioritise their own workload, have excellent communication and analytical skills, be computer literate and experienced in using Microsoft Office software packages.

Outline of Responsibilities/Duties:

• Management:
  • Maintain up-to-date maintenance records & electronic files and ensure compliance requirements are met regarding the servicing & repairs at the company premises.
  • Control & monitor the facility budgets around maintenance & purchase of equipment (consumables) within budget & ensure quality work & value for money.
  • Manage (& plan) the programme of works planned & unplanned works.
  • Manage all contracts for M&E, book annual & biannual visits.
  • Responsible for the external cleaning contract, ensuring the contract requirements are actioned. Liaise with the cleaning company managers & act on any feedback from cleaners or Bauder staff.
  • Responsible for facility catering contract, ensuring that contract requirements are adhered to and periodically reviewed for potential improvements.
  • Work with H&S Manager ensuring the building meets all H&S/Insurance regulations ARAP.
  • Work with the Warehouse & Logistic Managers over pre & unplanned works.
  • Main contact for management of third party inspections and overseeing site restaurant operations.
• Line Management:
  • Management and supervision of the Reception/Switchboard and facilities team.
  • Full accountability for the team and its output, ensuring high standards are maintained across reception responsibilities.
  • Ensure the company’s culture and values are maintained, and upheld, setting an example to the team.
  • Lead with empathy and positivity, alongside an emotionally intelligent and nurturing approach.
  • Responsible for training and developing the team where required, undertaking appraisals and performance reviews, including identifying any training needs.
• Practical:
  • Book, organise and monitor all planned & unplanned maintenance works on company premises.
  • Respond to emergencies i.e. flooding/welfare facilities un-serviceable.
  • Weekly walkaround inspections of company premises.
  • Ensure utilities are working, boilers, heating, lights, ventilation etc internally/externally working.
  • Ensure Electric Car Charging Points are secure & maintained.
  • Manage contractors when on the company premises including inductions.
  • Escalate any H&S issues in the building to the H&S Manager.
  • Liaise with parties involved in building insurance inspections.
  • Liaise with Department Heads on works being carried out, impact on the department.
• Contract Management:
  • Manage, monitor & review all facility contracts on quality, value for money & service provided.
  • Implement & control a rolling 12-month pre-planned maintenance programme of works, including costs.
  • Highlight & track renewal dates and end of contract dates & liaise with all parties involved over renewal requirements i.e. level of service, increase of costs & any changes of service requirements.
• Security/Fire:
  • Ensure ‘emergency/out of hours’ call out list is correct & key holders are aware of the call out process.
  • Active participation/on out of hours notification – main point of contact for security companies/ability to respond and be on site within 30 minutes when required.
  • Liaise with security companies over notification of out of hours work monitoring i.e. weekend/evening.
  • Monthly check of physical security & fire management systems, external & internal.
  • Ensure all systems are operational, maintained (annual, biannual maintenance) & fit for purpose carried out by qualified engineers & within budget.
  • Responsible for security contracts & ensuring companies are complying with contract conditions.
  • Liaise with security companies over notification of out of hours work i.e. weekend/evening.
  • Update/remind staff on Suspicious Persons Policy & understand action to be taken.
  • Report to Directors any high-level security concerns.
  • Keep a register of all security incidents including police report serial numbers.
  • Ensure all services & equipment are maintained on a regular basis.
  • Know how to operate security systems - security alarm/intruder detection/door.
  • Be able to isolate alarm & fire systems/areas when required.
  • Manage NET portal/register for all security & door fob holders.
  • Ensure CCTV/Alarm & Fire systems have regular maintenance.
  • Ensure premises boundaries are secure.
  • Maintain a list of 24-hour emergency contact numbers for incidents i.e. glaziers/security companies.
• Building & Project Works:
  • Liaise with all parties internally/externally on agreeing commencement dates & programme of works.
  • Liaise over provision of risk assessments/method statements, in date insurances and competence training & experience.
  • Ensure all planned works meet the agreed deadlines & agreed budget figure.
  • Floor layouts/room planning.
  • Requirements/function of areas – rest rooms etc.
  • Location of utilities.
• Standard Management of Waste & Drainage:
  • Ensure that the premises commercial waste is disposed of using a certified waste management company.