Facilities Manager in Oxford

To manage the facilities and procurement activities of the Lucy Group Head Office, Lucy Real Estate offices and outlying Lucy Group Business Offices in accordance with business goals and relevant legal requirements.

Lucy Group is an international group that makes the built environment sustainable. Our electric businesses advance the transition to a carbon-free world with infrastructure that enables renewable energy and smart cities. Our real estate businesses support sustainable living through responsible property development and investment.

This role will report into the Group Head of Health, Safety and Sustainability. The role will be entirely office based and will have a small team, including a front of house coordinator and an office coordinator. The role requires the holder to communicate adeptly with key stakeholders. The role holder will be a highly motivated individual with a proactive approach, proven experience in facilities and asset management in a relevant commercial environment, a working knowledge of health and safety matters, and demonstrable experience of procurement of goods and services in a HQ environment. Excellent customer service and communication skills are essential.

Key Accountabilities:

• Plan, manage and oversee all works of contractors, staff, and other parties to ensure quality delivery, that the works are within the agreed scope and value for money, and that relevant contracts are in place to meet agreed deadlines.
• Prepare an annual business plan and budget for the facilities portfolio and undertake regular project reviews to ensure accountability for the budget as well as progress of the works and projects.
• Responsible for procuring defined goods and services for the portfolio.
• Manage refurbishments, relocations or renovations as they arise in the portfolio and provide advice to other business units on similar projects.
• Champion and drive through the implementation of the group purchasing policy across the core group functions.
• Supervise multi-disciplinary teams of staff, including cleaning/maintenance, ensuring the highest standard of front of house and building housekeeping is maintained throughout the HQ building.
• Lead commercial tender and review processes, negotiating financial terms/service levels and appointment of all facilities contracts.
• Identify new components and obsolescence with suppliers.
• Manage contract reviews and terminating arrangements.
• Lifecycle planning of assets and facilities asset management - create a framework for how to operate, maintain, renew, and retire high-value assets.
• Undertake regular site inspections, monitor the state of repair, complete inspection reports, and action any necessary works on approval of management.
• Ensure that all contractors and staff follow agreed protocols/procedures relating to works being carried out and approvals sought as directed.
• Deal with all queries expediently and professionally, including arranging and attending periodic staff meetings, actioning subsequent minutes and works.
• Develop and promote good working relationships with all office staff and other key stakeholders.
• Use performance management techniques to monitor and demonstrate achievement of agreed service levels/conduct and lead to improvement.
• Identify deficiencies of work/service and report to management.
• Implement improvements to service delivered by contractors, staff, and other parties.
• Manage and lead change to ensure minimum disruption to core activities.
• Prepare documents for tender for contractors and calculate and compare costs for required goods or services to achieve maximum value for money.
• Direct, coordinate and plan essential services such as reception, security, maintenance, mail, stationery, car parking, EV charging, health & safety, archiving, cleaning, catering, telephones, waste disposal, and recycling.
• Compile weekly updates to the Group Head of Health, Safety and Sustainability.
• Respond appropriately to emergencies or urgent issues as they arise and deal with the consequences.
• Ensure full compliance with all current and impending Health and Safety legislation, including the full implementation of annual Health and Safety Risk Assessment Reports and Fire Risk Assessments.

The facilities support and front of house team also perform reception and defined office-based administration activities. These activities will be managed by the Executive Assistant to the Executive Director & Company Secretary on a matrix management basis with this role.

Essential Qualifications, Experience & Skills:

• Must have had management responsibility for multi-site building and facilities management of commercial buildings in previous roles, including asset management and procurement.
• IOSH/NEBOSH qualified with knowledge of Health and Safety legislation as applied to managed commercial property.
• At least 10 years’ experience in facilities management and supplier selection, qualification, evaluation, contract and price negotiations.
• Excellent organisational and people management skills, time management, ability to prioritise and organise own workload and able to work to deadlines.
• Energetic and natural completer with a “can do” approach.
• Attention to detail.
• Good working knowledge of Microsoft Office/Excel, Teams and Word.
• Technical understanding of how a building works from a M&E point of view.
• Ability to manage contractors and staff.
• Ability to communicate well with key stakeholders and manage expectations appropriately.
• Collaborative team worker who has an ability to work under matrix management principles.

Desirable Qualifications:

• A training qualification from IWFMM.
• Membership of CIPS or a willingness to work towards and obtain a minimum of level 5 Advanced Diploma in Procurement and Supply certification.
• Prince2 or Agile qualifications in project management.