Facilities Manager in Cheltenham

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 Firm's 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 firm's 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!