Facilities Manager in Portsmouth

London P&I is a leading, globally connected, mutual marine insurer our members and assureds can depend on. We help them navigate challenges through proactive partnership, deep expertise, and insightful support. When they need us, we act - decisively and practically, with a clear understanding of what's at stake. As a long-standing member of the International Group of P&I Clubs, we combine stability with an approach built for the realities of modern shipping.

Overall Objectives

• To ensure the organisation maintains a clean, safe, healthy and secure working environment that supports employee wellbeing, day-to-day operations and effective business continuity.
• To ensure office supplies, equipment and materials are provided efficiently, cost-effectively and in line with the operational needs of the business.

Key Duties

• BUILDING
• Monitor and manage the work of the cleaning contractor, including reviewing cleaning standards across all areas of the premises, checking that agreed schedules and specifications are being met, addressing any performance issues promptly, and ensuring that concerns raised by employees are followed up and resolved within an appropriate timescale.
• Monitor and manage the work of the security contractor, ensuring that security arrangements remain effective, responsive and appropriate to the needs of the building; review contractor performance and incident handling; ensure that any breaches, risks or service failures are addressed promptly; and escalate any serious, urgent or unresolved security issues to the Head of HR without delay.
• Arrange, coordinate and monitor the testing of fire equipment and electrical equipment as required by relevant legislation, insurance requirements and internal policy; ensure that inspections, servicing and remedial works are completed on time; and maintain accurate, up-to-date records that are readily available for inspection by the Health & Safety Executive, fire service or other authorised bodies.
• Ensure lifts are maintained, serviced and inspected regularly in accordance with statutory requirements, service contracts and insurance inspection schedules; liaise with contractors to arrange access and attendance; follow up on breakdowns, repairs and recommendations; and ensure that any lift-related issues are resolved promptly and recorded appropriately.
• Plan, coordinate and undertake internal office moves for employees, liaising closely with IT, filing employees and relevant managers to ensure moves are organised efficiently, equipment and records are relocated safely, business disruption is minimised, and workspaces are fully prepared and operational for employees occupancy.
• HEALTH & SAFETY
• Train all employees on the use of fire equipment and relevant emergency procedures, ensuring that training is delivered clearly, refreshed as necessary and adapted for new starters or changing requirements; and maintain accurate training records to demonstrate compliance and support effective emergency preparedness.
• Develop, maintain and regularly review an up-to-date fire plan for the premises, ensuring that fire alarm testing, evacuation drills and related safety checks are carried out, documented and reviewed on a regular basis; that fire escape routes, signage and assembly arrangements remain effective and unobstructed at all times; and that any issues identified are addressed promptly.
• Regularly review the content of the Facilities Manual to ensure that all procedures, contacts, guidance and operational information remain accurate, relevant and aligned with current practice; produce updates and amendments as required; and ensure that revised versions are communicated appropriately and made available to those who need them.
• Assist the Head of HR with twice-yearly building inspections, helping to identify maintenance requirements, safety concerns, compliance issues and areas for improvement; ensure that matters requiring remedial work are actioned and progressed within a reasonable timescale; and where completion is delayed, report outstanding items, reasons for delay and proposed next steps at the monthly Facilities Meeting.
• Carry out, review and update risk assessments as necessary to ensure ongoing compliance with Health and Safety Executive requirements and good practice, taking account of changes to the workplace, equipment, identifying suitable control measures; and monitoring any follow-up actions required to reduce risk.
• OFFICE SUPPLIES AND MATERIALS
• Purchase equipment, furniture, materials, printing, stationery and other services in accordance with the Facilities Procurement internal procedures, ensuring that purchases are appropriately authorised, cost-effective and suitable for operational requirements; obtain quotations where required; maintain purchasing records; and monitor delivery and supplier performance.
• AIR CONDITIONING/PLANT
• Manage and monitor the contractual work of external contractors responsible for air conditioning and plant, as well as any additional repair works, ensuring that service visits are completed to the required standard, faults are addressed promptly, recommendations are followed up, and contractor activity is properly recorded and reviewed.
• Investigate faults where possible and carry out appropriate first-line adjustments to fan units, valve heads and regulator valves within the limits of competence and safety; seek technical advice from contractors where needed; and arrange contractor attendance on site where issues cannot be resolved internally or require specialist intervention.
• Respond promptly to employees’ fault reports and facilities requests, assess the urgency and operational impact of each issue, prioritise work accordingly, and coordinate the appropriate response so that problems are addressed efficiently and with minimal disruption to employees and business operations.
• Monitor chillers and plant room equipment, including temperature and pressure readings, to ensure systems are operating safely and effectively; identify and escalate any irregularities or performance concerns; and maintain accurate records of quarterly service visits, inspections and any other service or repair work carried out.
• Arrange water treatment services as required, ensuring that testing, monitoring and maintenance activities are completed in line with contractual and compliance requirements; maintain accurate service records and certificates; and follow up promptly on any recommendations, concerns or remedial works arising from contractor reports.
• Arrange regular servicing of gas boilers and associated equipment, maintain complete and up-to-date service records, follow up on engineers’ recommendations for repairs or improvements, and monitor boiler performance on a daily basis to help ensure safe, reliable and efficient operation.
• BOARDROOM/CATERING
• Liaise with senior leadership team and employees to confirm requirements for boardroom functions, including room layout, table and seating configuration, timing and any special arrangements; ensure the room is set up to the agreed standard; and arrange the hire of any additional equipment or resources required for successful delivery of the event.
• Maintain appropriate stock levels of soft drinks, wines and beers for functions, and ensure that cutlery, crockery and glassware are available in sufficient quantity and suitable condition for boardroom use and kitchens; monitor usage levels; and reorder supplies in a timely and cost-effective manner.
• Clear up promptly following boardroom functions, ensuring that furniture, equipment, catering items and waste are dealt with appropriately, the room is cleaned and reset as necessary, and the boardroom is returned to a tidy, presentable and fully available condition as soon as possible for subsequent use.

PERSON SPECIFICATION

• Communication skills - able to communicate clearly, professionally and confidently with colleagues at all levels across the organisation, as well as with external contractors and service providers.
• Attention to detail - highly conscientious, with a strong focus on accuracy, consistency and the effective monitoring and management of contractors’ work.
• Responsiveness and prioritisation - able to respond promptly to issues, assess urgency appropriately, and demonstrate strong planning, scheduling and organisational skills.
• Practical skills - essential to have sound practical maintenance skills and the ability to identify pragmatic, cost-effective solutions to issues arising within the workplace.
• Diplomacy and approach - able to deal with others in a positive, helpful and professional manner, using tact and diplomacy where required.
• Education/qualification - NEBOSH or a similar recognised Health and Safety qualification is essential.
• Experience - previous experience within a Facilities Department in a commercial organisation is desirable.
• Technical skills - competent in use of email and Word/Excel software, and able to use online purchasing systems and tools effectively.
• Other requirements - must be flexible in relation to working hours, including early starts, occasional late finishes and weekend working, and must hold a clean UK driving licence.