Facilities & Safety Manager in London

The Facilities and Safety Manager is responsible for ensuring that the Company’s workplaces, physical assets and support services are safe, secure, compliant, well maintained and fit for purpose.

Reporting to the Chief Operating Officer, the role leads the day-to-day delivery of facilities, health and safety, security, housekeeping, fleet and office-support activities across our Paddington and Westminster locations.

The position combines hands‑on operational management with forward planning, risk control, supplier and budget management, emergency preparedness and continuous improvement.

• Key Accountabilities
• Facilities and Operations
• Take day‑to‑day ownership of the Company’s offices and facilities, ensuring working areas, meeting rooms, welfare facilities and shared spaces are safe, presentable and operational.
• Plan and oversee planned preventive maintenance and reactive repairs for HVAC, electrical systems, plumbing, lighting, lifts, alarms, fire‑safety systems and other building infrastructure.
• Act as the main point of contact for facilities issues, prioritising requests and minimising disruption to business operations.
• Manage cleaning, housekeeping, waste and recycling, pest control, hygiene, consumables, office supplies, postal and courier services.
• Oversee office moves, furniture and workstation requirements, space planning and meeting‑room readiness.
• Conduct regular site inspections and ensure remedial actions are completed.
• Lead the response to facilities, safety and security incidents, including out‑of‑hours emergencies where required.
• Coordinate emergency procedures, evacuation drills, incident‑response plans and workplace business‑continuity arrangements.
• Manage the Company’s vehicle fleet, including allocation, servicing, MOTs, insurance, maintenance, usage records, tracking systems and associated costs.
• Provide practical and logistical support for employees and senior management where required.
• Security and Safey
• Maintain effective security arrangements, including access controls, keys and passes, visitor procedures, CCTV, alarms and incident response.
• Coordinate workplace risk assessments, fire‑safety actions, contractor controls and permits to work.
• Support compliance relating to water hygiene, electrical and gas safety, lifting equipment, asbestos, COSHH, first aid and emergency provisions, as applicable.
• Record, investigate and follow up accidents, incidents, near misses, security breaches and facilities failures.
• Maintain security and CCTV processes in line with Company policy and data‑protection requirements.
• Stakeholder Management
• Work closely with the Chief Operating Officer, providing practical advice, timely escalation and recommendations on facilities, safety and security matters.
• Partner with HR, Finance, IT and Operations on onboarding, offboarding, access requirements, office changes, procurement, budgets, employee welfare, data protection and business continuity.
• Provide professional and responsive support to employees, visitors and senior stakeholders.
• Manage relationships with landlords, managing agents, contractors, insurers, suppliers and professional advisers.
• Liaise with emergency services, local authorities and enforcement bodies when required.
• Communicate planned works, service interruptions and workplace changes clearly and in good time.
• Commercial and Budget Management
• Prepare, manage and monitor facilities, maintenance, security, housekeeping and fleet budgets.
• Track expenditure, maintain forecasts, investigate variances and provide regular updates to the Chief Operating Officer and Finance.
• Support procurement, supplier selection, tendering, contract negotiation and renewals.
• Monitor supplier performance against agreed service levels and address underperformance.
• Validate invoices and charges and maintain appropriate approval records.
• Prepare business cases for repairs, improvements, replacement equipment, security upgrades and workplace projects.
• Identify opportunities to improve efficiency, reduce cost, extend asset life and support environmental sustainability.

Person Specification

• Substantial practical experience in facilities management, workplace operations, health and safety and/or security within a professional, corporate, hospitality or comparable environment.
• Demonstrable experience of managing planned and reactive maintenance, building services and workplace‑support operations.
• Strong experience of managing external contractors, suppliers, service agreements and service‑level expectations.
• Experience of budget management, cost control, invoice validation, procurement and commercial negotiation.
• Experience of carrying out site inspections, coordinating risk assessments and managing incident or emergency responses.
• Experience of producing clear management reports, maintaining compliance records and tracking remedial actions to completion.

Essential Knowledge and Qualifications

• A current and valid SIA Close Protection licence.
• Good working knowledge of workplace health and safety, fire safety, contractor management and security principles relevant to an office or mixed‑use environment.
• Sound understanding of building systems, maintenance requirements, access control, CCTV, alarms and emergency procedures.
• Competence in the use of Microsoft Office and relevant facilities or security systems, such as Webfleet, access‑control platforms, CCTV systems and maintenance‑management tools.

Skills and Behaviors

• Highly organised, practical and solutions‑focused, with the ability to manage competing priorities and follow issues through to completion.
• Strong judgement and problem‑solving ability, including the confidence to make timely decisions during urgent or sensitive situations.
• Clear and credible communicator who can work effectively with employees, senior leaders, contractors and external authorities.
• Strong supplier‑management, negotiation and commercial skills, with a focus on value, quality and risk.
• High attention to detail and the ability to maintain accurate records, schedules, budgets and reports.
• Calm, resilient and dependable under pressure, with the flexibility to respond to changing operational needs.
• Professional, discreet and trustworthy, with the ability to handle confidential and security‑sensitive information appropriately.
• Visible commitment to customer service, safety, inclusion and continuous improvement.
• Comfortable working both independently and as part of a wider cross‑functional team.
• A recognised facilities‑management qualification, such as IWFM, CFM or FMP.
• A recognised health and safety qualification, such as IOSH Managing Safely or a NEBOSH certificate.
• A relevant security qualification, such as CPP or PSP.
• Experience of multi‑site facilities management, fleet management, office moves, refurbishment projects or business‑continuity planning.
• Additional Requirements
• Ability to undertake regular site inspections and to respond personally to facilities, safety or security issues when necessary.
• Willingness to provide reasonable out‑of‑hours or on‑call support for emergencies and significant incidents.
• Ability to travel between the Paddington and Westminster locations and, where required, to other Company premises.
• The responsibilities listed in this job description are not exhaustive.

The role holder may be required to undertake other reasonable duties consistent with the level and purpose of the role.

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