Facilities Manager

My client, a leading international law firm, are recruiting a Facilities Manager role for their Cheltenham office.

The Facilities Manager is primarily responsible for the day-to-day running of the office and team as well as linked contractors and suppliers and supporting with a wide range of projects.

THE ROLE

Manage the Facilities Helpdesk, ensuring efficient handling of queries related to heating, reactive works, access requests, administration, and general building maintenance.

Plan and organise daily FM helpdesk operations, including liaising with external contractors.

Take the lead on service delivery, coordinating and communicating with the wider Facilities team.

Implement and manage Helpdesk procedures, such as permit-to-work processes, to prioritise reactive and planned activities.

Support the Head of Facilities with Cheltenham and firmwide projects, day-to-day tasks, and innovative ideas aligned with the Firms values.

Assist with the management of FM services, including Helpdesk, General Office, Archives, Reception and Facilities Assistant.

Ensure the Facilities team is prepared for meeting room setups and planned activities for the week ahead.

Supervise weekend and out-of-hours works and office moves (ad hoc).

Provide cover for the FM team during lunch breaks and periods of absence.

Monitor and manage Cheltenham budgets, including completing the annual budget.

Review and approve invoices for payment.

Manage the aspects of the M&E contract, ensuring KPI compliance, adherence to the planned preventative maintenance schedule, and logging issues with appropriate SLAs.

Oversee the Cleaning contract, ensuring regular meetings with the account manager, monitoring KPIs, and scheduling periodic cleaning programs.

Manage the stationery contract, reviewing orders, scheduling monthly meetings, reviewing reports, and approving invoices.

Engage with the Building landlord when required.

Ensure compliance with legislation and best practices in FM areas, particularly M&E and building functions, and maintain related records and systems.

Contribute to ISO 14001 standards and the Environmental Management System (EMS), supporting the firms sustainability goals through effective facilities management practices.

Manage the Security Access System, ensuring GDPR and information security compliance.

Oversee the security system access database, conducting regular audits.

Conduct regular one-to-one catch-up meetings with the team to support performance.

Maintain up-to-date records of holiday / absence and arrange necessary cover for the FM team.

Ensure document management systems are updated and accessible.

Maintain and update spreadsheets related to energy, waste, post, meeting room bookings, Helpdesk job logs, and other key data.

Ensure intranet pages are regularly updated.

Liaise with the Marketing Events team and DE&I regarding events and facilities requirements.

Work closely with the wider Facilities teams on projects when required.

Arrange and participate in early morning evacuation drills with H&S and Facilities teams, ensuring compliance and readiness.

QUALIFICATIONS & EXPERIENCE

Proven experience within a Facilities Helpdesk (or similar) environment.

Prior administrative experience in Facilities, ideally gained within a professional environment.

A working knowledge of Microsoft packages.

Highly motivated individual who will be able to use own initiative.

Excellent organisation skills.

Excellent customer service skills

Good communication skills both oral and written, with the confidence to liaise with personnel at all levels of the Firm and with external contacts.

Flexible, positive, can‑do attitude.

Pro‑active team player

Ability to work under pressure and prioritise conflicting requirements effectively.

Professionally presented.

Good problem‑solving skills.

High degree of accuracy / attention to detail.

Please apply today for immediate consideration!