Facilities Management Specialist

Job Description
Overall purpose of the position
Management and co-ordination of workplace, facilities, access management and H&S activities. The Workplace Manager ensures that, at all times, Natixis demonstrates best practice in Workplace Management and is compliant with (and can evidence) Statutory Inspections, British Standards and ACOP.
Management and leadership of projects ranging from MEP infrastructure feasibility and replacements through to internal moves and changes.
Development and utilisation of data to inform decision making processes. Implement KPIs and monitoring regime.
Manage relationships with service providers, contractors, suppliers and managing agent to ensure high quality service delivery.
Stay abreast of emerging technologies, industry wide developments and good practice to support the continued evolution of Workplace services.
Hard services – subject matter expert.
Implement and promote sustainable practices ensuring compliance with environmental regulations whilst fostering a culture of sustainability within the organisation.
Main responsibilities of the role
Project and change management

• Development and management of projects to support the workplace environment. From initial concepts through to project planning, resource management, risk management, communication management and overall project delivery.
• Manage projects in accordance with governance framework.
• Lead change management initiatives that facilitate the transition to new workplace models ensuring effective communication and stakeholder engagement throughout the process.

Technology, Data Analytics and Data driven decision making

• Proficiency in data analytics to assess space utilisation, asset management, operational efficiency and employee satisfaction enabling informed decision making that enhances workplace productivity.
• Leverage technology for smart building and asset management and integrated workplace management systems e.g. CAFM, energy management software, BMS.
• Implement KPIs to measure effectiveness of Statutory Inspections and PPMs
• Collate, analyse and produce KPIs on areas such as Workplace occupation, Accident/ Near Miss, Waste Management, Energy to identifying trends and opportunities to reduce demand

Supply Chain Management and procurement

• Contract negotiation (terms and conditions, scope and pricing)
• End to end management of contract renewals process.
• Review and develop Scope of Works (per contractor) along with associated KPIs.
• Conduct performance management reviews with supply chain ensuring contractual agreements are met and performance in line with KPIs.
• Identification and assessment of potential suppliers and development of RFP\’s
• Management of RPF process through to appointment and onboarding of successful bidder.
• Raise purchase orders, receipt and ensure appropriate financial management of contracts.

Technical Services Subject Matter Expert (SME)

• SME providing technical expertise and thought leadership.
• Identify and manage MEP assets. Forward plan maintenance and replacement schedule.
• Lead MEP assets replacement projects.
• Share hard services knowledge and experience across the team to enhance overall departmental understanding.
• Management of subcontractor service report sheets including chasing work completed, identifying additional or remedial works in the report, requesting quotes, raising purchase orders, scheduling works, receipt of completed service records and close out of works.
• Utilise the Building Management System (BMS) to identify potential failings in equipment and /or adjust local temperature management.
• Ensure contractors and visitors uphold Natixis safety policies.
• Implement sustainable practices in facilities operations including waste management, energy efficiency.
• Promoter of sustainability within organisation.
• Co-operate with the landlord, managing agent and fellow tenants regarding the requirements of safety legislation.
• Collaborate cross departmentally with teams such as IT and HR to achieve business wide objectives.

General Facilities Management Including H&S

• Schedule, co-ordinate and oversee regular facility inspections, maintenance, and repairs to ensure compliance Statutory Inspections and PPMs are completed promptly and in line with requirements.
• Collaborate with supply chain – contractors and service providers – to obtain quotes and oversee work performed.
• Inspection of completed works to ensure the scope of activities is delivered and to an acceptable standard.
• Review Risk Assessments and Method Statements (RAMS) from contractors, permits to work and liaise with various stakeholders to ensure safe working practices are always maintained.
• Submission of Permit to works / any relevant licences to facilitate contractor works.
• Utilise departmental and company tools to co-ordinate activities associated to the supply chain (e.g. CAFM)
• Ensure compliance with environmental, health, and safety regulations, and implement sustainable practices where applicable.

Workplace

• Co-ordinate any space utilisation requirements including move management processes (furniture changes, desk moves etc).
• Manage the access control database and ensure proper access for employees, contractors and visitors in line with Natixis policies and information barriers.
• Manage CCTV and other security systems with prompt reporting and escalation of issues as required.
• Assist with H&S activities such as co-ordination of First Aiders and Fire Marshals.
• Review Desk Screen Equipment (DSE) self-assessments and ensure remedial actions are documented and closed out.
• Organise logistics around deliveries, outgoing post/couriers and archiving.
• Self-delivery of internal post and parcels. (incl manual handling of deliveries).
• Order management and distribution of office supplies (paper/ stationery etc).
• Co-ordinate events set ups and logistics.
• Maintain good and open communication lines with stakeholders to capture departmental requests.

Documentation (policies/procedures)

• Identify critical departmental procedures which could open Natixis up to Operational Risk and work with colleagues to identify opportunities to reduce risk.
• Ensure documentation to evidence statutory compliance, British Standards and ACOP are categorised and available to support internal and external audit/reviews.
• Contribute to the policy and procedure review process, offering valuable input and feedback.