Facilities Supervisor

The Facilities Specialist operates all installations and refurbishments.

Overall objective: To ensure that the offices are presented to an exemplary standard. Ensuring infrastructure, activities and processes by staff, visitors and contractors are undertaken in a safe and healthy manner.

General Ethos

• Be proactive in the office space - we need to be champions keeping the standards in the office high.
• Conduct frequent furniture walkarounds to ensure correctly placed.
• Notice if fixtures and fittings are awry and fix them or report relevantly.
• Actively patrol the office daily looking for ways to make a difference.
• Strive for excellence.

Health and Safety

• Ensuring that Havas is a safe and healthy environment.
• Ensuring, with the Facilities Manager, all statutory documentation is in order.
• Working with the Facilities Manager to ensure building processes are in line with H&S law.
• Checking H&S credentials and paperwork of people coming into the building to ensure safety.
• Spotting and remedying or reporting H&S deficiencies and ensuring they have been remedied or closed out.
• Work with the Facilities Manager to co-ordinate evacuation drills and update emergency procedure and team roles.
• Work closely with our H&S Consultants.
• Maintain the Accident book when required.
• Ensure first aid equipment is ordered when requested.

Contractor Management

• Day to day management of contractors and their associated works, with a focus on building fabric maintenance and life-cycle repairs.
• Booking contractors into the loading bay and building, ensuring work areas are free to access and relevant employees and tenants have been informed.
• Checking insurances and RAMS, reporting any deficiencies to the Facilities Manager.
• Contractor Corporate Social Responsibility (CSR) onboarding and periodic auditing of Havas' suppliers to ensure regulatory compliance and commitment to social and ethical practices.
• Checking work is carried out to a high standard on time and in budget, or organising remedials as necessary.
• Contract management - Archiving, stationery and storage.

Kings Cross Estate Services

• Day to day liaison with the Estate management team.
• Identifying landlord defects, logging tickets and ensuring they get rectified.
• Applying for permits to work and parking on landlord's portal to ensure our contractors activities run seamlessly.

Operations Databases

• Managing the Building Services Team Helpdesk system on FreshService, ensuring calls are answered in a timely fashion and delegated fairly.
• Maintaining the Health, Safety and Environmental management system.
• Auditing the Indoor Environmental Quality (IEQ) platform.
• Understanding and making temperature setpoint changes to the Building Management System (BMS) where required.
• Understanding and making changes to the Lighting Control system where required.

Office Moves

• Assisting the Workspace & Moves Manager to ensure office desk moves are planned correctly.
• Assisting in carrying out office desk moves, along with the team, where required to ensure task completion.

Building Services

• Helping to innovate and improve systems.
• Creating passes on the access control system when necessary.
• Answering the Building Services phoneline and delegating tasks to ensure prompt remedy.
• Responding to tickets on the Building Services helpdesk in a timely fashion.
• Attend new business pitch/event meetings to ensure set up requirements are understood.

This list is not exhaustive!

We pride ourselves on being committed to offering equal opportunities to all potential employees and have zero tolerance for discrimination. We are an equal opportunity employer and welcome applicants irrespective of age, sex, race, ethnicity, disability and other factors that have no bearing on an individual's ability to perform their job.