Orla Rose Associates | Facilities Manager

Facilities Manager

Financial services business in London is hiring a Facilities Manager to work with all departments including IT, Finance, Executive Committee, Compliance, Operations

The Role

• Act as a link between the company`s facilities and employees
• Work with all departments including IT, Finance, Executive Committee, Compliance, Operations
• This is an exciting opportunity, the role will enable the individual to be involved in strategic planning for building maintenance, contractor management, Heath & Safety management and office space planning
• Switchboard – Cover Microsoft Teams (8am to 5:30pm M-F) and the Out-of-Hours Facilities number for emergencies, report any fault of it to IT
• Office maintenance – Arrange PPM visits and call outs for emergencies, raise permits for works with building management, carry out snagging checks, record all maintenance works, report faults and follow up.
• Office security – Manage office security systems, visitor management systems and policies, monitor visitors and contractors on site
• Office environment and furniture
• Monitor daily cleaning service quality, arrange quarterly deep-clean, maintain
• the Reception and visitors’ area, arrange seasonal and special occasion decorations,
• monitor office equipment and arrange replacement, organize internal desk relocations
• and creation of new desks.
• Meeting rooms – Prepare meeting rooms – refreshments and ordering catering.
• Tea points check – Monitor stock levels, place orders, daily cleaning of machines, fault reporting and call outs.
• Stationery – Order and distribute stationery, maintain the stationery cupboards
• Archiving, secure recycling – Assist with scanning when needed, arrange recall and collection of archive boxes, and collection and secure destruction of confidential files.
• Post – Distribute and collect post, frank post and take them to the post office, book couriers for warrants and international parcels
• Invoicing and contract monitoring – Approve invoices daily and check monthly statements of Facilities suppliers, verify invoices for all desks daily, and redirect special supplier invoices. Monitor Facilities contracts e.g. air conditioning, plants, security etc and manage contractor relationships.
• Private car and parking service – Arrange car and motorbike parking and bicycle tags for staff members, book car services.
• Health & Safety – Assist the Health & Safety Officer in Health & Safety and Fire safety maintenance including systems, procedures and policies, training. Arrange call outs for fire regulation equipment.
• Assist the Office Manager and keep her regularly updated
• Cover Directors` EA occasionally
• Prepare occupancy report for directors bi-weekly
• Assist with any ad-hoc Facilities project

Experience

• Prior experience in Facilities or Property management roles preferable, or having a good understanding of basic operating principles and safety regulations desirable
• Strong communication skills, both written and verbal.
• Organized approach to work and good time management skills.
• Self-starter, who works well both independently and as part of a small team.
• Adaptability and proactive mindset to streamline procedures and processes.
• Attention to detail and accuracy to ensure quality and compliance.
• Critical thinker with good problem-solving skills who handles emergency situations calmly and effectively.
• Ambition to forge a career in Facilities management.