Facilities Operations Senior Specialist in City of Westminster

The Facilities Operations Senior Specialist is responsible for supporting facilities operations across the International region, including the London International Headquarters (IHQ) in Paddington and 13 offices in Europe, Middle East and Australia. Reporting to the ‘Facilities Operations Manager – UK & International’, this role ensures workplace services are delivered to an excellent standard and with optimal efficiency. The successful candidate should demonstrate excellent communication and service management skills across all levels of the organization. This role would be ideal for someone with experience working in a corporate environment in a ‘deputy’ or ‘coordinator’ role, looking to take the next step in their career. This role is designated onsite five days per week at the London International Headquarters and will be required to travel regularly to international offices.

Key Responsibilities

• Operational oversight for IHQ facilities and workplace services.
• Support with overseeing the FM service providers responsible for delivering a variety of workplace services, including maintenance, hospitality, housekeeping, cleaning, and events.
• Provide direction and guidance to service providers, ensuring resources are appropriately allocated and services delivered.
• Co-ordinate with other departments within the Global Operations Team, including Real Estate, Environment, Health, Safety & Security (EHSS), and Workplace Technology (DTE), to drive and support workplace improvement initiatives.
• Support the delivery of space changes and refurbishment projects.
• Ensure department operates within statutory safety obligations, with a focus on ongoing compliance, risk assessments, and work permits.
• Support with budget planning and allocation, tracking and monitoring expenditure.
• Administrative duties such as raising purchase requisitions and invoice verification using procurement systems.
• Act as point of contact for building management teams, liaising as required to ensure building systems are maintained according to lease agreements.
• Oversee ‘ServiceNow’ Facilities Helpdesk, liaising with Helpdesk Coordinator to ensure Helpdesk service is managed and delivered.
• Support team of emergency incident responders and helping to manage incidents through to completion.
• Deputise for the Facilities Operations Manager when required.

International Offices (Europe, Middle East and Australia)

• Act as point of contact for Country Administrator’s for facilities related queries and support.
• Support overseeing the FM service providers responsible for delivering a variety of workplace services, including maintenance and cleaning.
• Support completion of compliance audits, working with EHSS.
• Support the delivery of workplace improvements and initiatives, space changes and operational readiness for refurbishment projects.

Technical, Managerial, and Communication Skills

• Excellent organizational leadership qualities and driving results efficiently.
• Strong communication skills, including with key stakeholders and senior management.
• Good awareness of facilities-related health and safety legislation.
• Reliable and independent, displaying sound decision-making, responding quickly to high priority tasks and emergencies, with the ability to adapt to meet deadlines in a fast‑paced environment.
• Good technical knowledge of facilities-related products and services.
• Collaborative nature with proven ability for excellent customer service and achieving buy‑in from other cross‑functional departments.

Preferred Education & Experience

• Relevant background in Facilities / Office Management / Workplace Services.
• Proven experience working with third‑party FM service providers delivering M&E and workplace services.
• International experience, working in a global organization and/or overseeing multiple sites outside of the UK.
• Experience working in a corporate environment.
• Proven experience working with CMMS / CAFM systems.
• IOSH Managing Safely (minimum) or NEBOSH General Certificate (preferred).

Flex Designation

On‑Site Designated Flex Eligibility Status: In this On‑Site designated role, you will work five days per week on‑site with ad hoc flexibility.