Facilities Manager, Guildford

The Facilities Manager is primarily responsible for the day-to-day running of the Guildford Facilities office and team as well as linked contractors and suppliers. Working in alignment with the regional Facilities Managers and supporting the Head of Facilities, who is based in London, with a wide range of projects.

Support the Head of Facilities and Director of IC on any Guildford linked projects, day-to-day tasks, and innovative initiatives aligned with the Firm's values. Attend IC/Facilities team meetings and provide updates on Facilities-related matters. Organise weekly team meetings and updates. Lead the Facilities team appraisal process including objective targets. Resolve staffing issues and performance management in collaboration with HR and senior management.

Front of House and Helpdesk

• Manage full front-of-house services, including reception and meeting rooms.
• Take the lead on daily helpdesk operations, ensuring effective service delivery and communication with the wider Facilities team.
• Ensure Guildford helpdesk inbox tasks are logged, updated, and completed, maintaining daily updates to the job log.
• Plan and organise Guildford helpdesk operations, including liaising with external contractors.

Team Management

• Manage Reception, Facilities, and General Office teams.
• Ensure the General Office team undertakes all necessary activities related to post, reprographics, the Hub, and service points.
• Coordinate and approve team annual leave requests and recruitment (permanent, contract, and temporary staff as budget allows).
• Provide onsite supervision of the Guildford Archives Team, escalating to the Archives Manager as necessary and assisting with appraisals.

Facilities Operations

• Input and collaborate on updates and implementation of Guildford-linked facilities processes and procedures.
• Manage performance of M&E, cleaning, and other contracts, ensuring KPIs are met and concerns raised promptly.
• Maintain close contact with building management and engineers, attending regular meetings to address issues.
• Oversee security systems and access control, ensuring audits and occupancy data updates.
• Ensure compliance with legislation and best practice in all FM areas, primarily M&E and building functions.
• Maintain and update records and systems for FM accounts, ISO 14001, Health & Safety, and Business Continuity.

Financial Management

• Prepare and manage the Guildford Facilities budget, monitor expenditure, and approve invoices.
• Collate and present monthly Facilities Helpdesk reports.
• Oversee petty cash, banking, cheque requests, and Barclaycard reconciliation.

Maintenance and Compliance

• Ensure all main plant and equipment have appropriate preventative maintenance (PPM).
• Ensure routine/PPM maintenance and repairs are carried out efficiently and cost-effectively.
• Ensure all necessary maintenance complies with legislation.

Health & Safety

• Act as the main point of contact for office security and out-of-hours emergencies.
• Coordinate fire drills, H&S training, and workstation assessments in conjunction with the H&S Manager and Advisor.
• Ensure appropriate fire warden and first aider provision.

Projects and Moves

• Manage internal office moves and other projects.
• Oversee Facilities responsibilities in the new joiner process.

Events

• Liaise with Partners, Marketing, HR, and Events teams to support event arrangements.

Desired experience

• Experience of working in a large organisation in a similar role.
• Business experience preferably from legal or professional services organisation.
• Experience working in a pressured environment.

Person specification

• Drive, enthusiasm and competent influencing skills.
• Ability to collaborate effectively, professionally, and diplomatically across departments.
• Excellent communication skills.
• Strong attention to detail and well organised, ability to prioritise, multi-task, and work well under pressure.
• Self-motivated and works well independently, capable of taking initiative without prompting.
• Flexible and hands on attitude.
• Integrity and respect.
• Inclusive.
• Personal impact and growth.
• Driving high standards.
• Commercial mindset.
• Client-centric.
• Responsible Business.