Senior Facilities and Health and Safety Manager

Owen Reed is looking to recruit an exceptional Senior Facilities and Health and Safety Manager for a top law firm in London.

The Senior Facilities and Health and Safety Manager will play a key role in supporting the Director of Facilities in delivering the operations strategic objectives. The Senior Facilities and Health and Safety Manager will be proactive and forward-looking in supporting the Director of Facilities to deliver change management programmes, standardisation and centralisation of processes across all offices. This person will be responsible for the day-to-day operational running of the offices, leading on environmental initiatives and providing an efficient, effective, and economic Facilities service. They will have responsibility for the management and supervision of the local Facilities Supervisors in the Firm and step in when the Director of Facilities is not available.

Key Responsibilities

• Stepping in to support the Director of Facilities when unavailable.

• To chair the Environment Committee and lead on ensuring that the ESG Framework is both developed and achieved. Leading the environmental and sustainability team, being directly accountable for the success of the environmental plans and initiatives. To play a leading role in ESOS reporting.

• Proactive in change management programmes.

• Play a key role in the standardisation and centralisation of processes across all offices.

• Strategically minded and able to look-forward and plan accordingly, with the Firm’s strategic growth ambitions and operating needs in mind.

• Management and supervision of the Facilities Supervisors, always ensuring adequate staff resource, involvement in performance review, performance management and development, with support from the Facilities Director as required.

• Act as an ambassador for the Facilities Department at all times.

• Act as a point of contact for all (office specific) issues.

• Ensure all client rooms/areas are maintained, serviced & properly equipped.

• Support the Facilities Director in all purchasing/procurement across the Firm with individual departments or Business Units on all business expenditure to ensure best value for money obtained.

• Continually identify ways to deliver cost reduction through ongoing supplier reviews, supporting with the managing and maintaining contracts to ensure standard of service and centralising all order/service requirements where possible.

• Purchase of supplies, equipment and services, in conjunction with the COO, Facilities Director, Divisional Leads, Business Unit Managers and Department Heads

• Respond appropriately to urgent issues and engage with Out of Hours response and Business Continuity planning.

• Carry out of regular inspections of all office premises, and implement repairs, upgrades and preventative maintenance to delegated authority levels as required.

• Manage procedures, SLA’s & delivery of all building/property services in addition to tenant issues and project works.

• Demonstrate and apply knowledge of current Health and Safety procedures and legislation. To serve on, and eventually chair, the Health and Safety Committee of the firm to assist in ensuring the Firms compliance in all Health and Safety matters. To immediately draw to the attention of the Facilities Director to any and all matters of a serious nature.

• Ensure compliance with the Firms Health & Safety policy is maintained, communicated & implemented effectively, including all fire prevention & protection procedures.

• Schedule, attend, coordinate and conduct planned tests to ensure compliance with all relevant legislation.

• Support the Facilities Director in planning, coordinating, and carrying out refurbishments and/or office moves.

• Manage, liaise with and co-ordinate all contractors on site.

• Lead on energy management, carbon reduction, and environmental initiatives to comply with company policies and procedures, and external legislation, reporting to the Director of Facilities and COO on a regular basis.

• Supervise and support the management of all archives, deeds and wills to ensure they stored safely, and accurate control methods are recorded (Database & manual systems)

• Supervise and support all staff and partner requirements of the Facilities team from availability of stationary to work desk assessments.

• Maintain and continue to develop appropriate expertise and knowledge of current technologies, strategies, and legislation and advise on future developments.

• Play a key role in promoting sustainable facilities management practices, utilising technology, where applicable, to reduce energy waste.

• Provide regular reports to the Director of Facilities highlighting departmental achievements, challenges and future plans.

• Any other reasonable duties as requested by the Facilities Director.

Person Specification:

• Experience within a similar role and/or environment
• Extensive knowledge of health, safety, welfare and environmental regulations
• Extensive knowledge and experience of leading on environmental and sustainability initiatives.
• Experience of supervising a multi located facilities team
• GCSEs (or equivalent)
• IOSH and/or NEBOSH (preferable)
• Membership of the IWFM
• Membership of IEMA or similar certification.
• IT Skills (Word, Outlook, Excel)
• Enthusiastic ‘can do’ and when necessary, a ‘hands on, approach to work
• Excellent organisational skills – ability to prioritise, delegate/deal with requests efficiently
• Strong verbal communication and interpersonal skills
• Team working – ability to build good working relationships with colleagues and work well as part of a team
• Listening skills – ability to listen, take instructions and ask for assistance when appropriate
• Problem solving – dealing with day-to-day issues and resolving appropriately
• Customer service skills –ensuring that the highest standard of quality and customer care are always achieved
• Full driving license
• Ability to lift and transport heavy files & furniture whilst participating in office moves