Workplace & Facilities Manager

Employment Type - Full time (There is an expectation to be in the office 4 days per week and one WFH)

Location - Hybrid · London, UK

About the PRI

The PRI is the world’s leading proponent of responsible investment. It works to understand the investment implications of environmental, social and governance (ESG) factors and to support its international network of investor signatories in incorporating these factors into their investment and ownership decisions.

Job Description

In this role you will manage facilities operations and support workplace priorities globally to maintain optimum support service standards within facilities management guidelines. You will manage the day-to-day delivery of facilities management services, including services delivered by third-party suppliers where appropriate. The Workplace and Facilities Manager is responsible for the effective delivery of facilities services across PRI’s office locations. Users will include staff, visitors, and clients. The Workplace and Facilities Manager is responsible for ensuring that the physical environment is fit for purpose in terms of premises, facilities, health and safety and office accommodation, ensuring that a successful staff performance and excellent customer service is at the forefront. The successful candidate will ensure an appropriate level of facility management services and support for the operational requirements, with a focus on service quality, workplace experience, health and safety, and continuous improvement.

Core Responsibilities

• Support the Director of People & Culture in delivering against the team’s business plan and budget
• Provide regular updates and reporting to the Director of People & Culture and Chief Operations & People Officer as required
• Ensure the delivery of FM services to an extremely high standard across our global locations (Currently we have employees in over 20 countries)
• Focus on quality of service and delivery management, always ensuring best practice and continuous improvement.
• Manage soft services for the London office, including reception, catering, vending, cleaning, security, meeting rooms, and general facilities support for events.
• Reviewing, or writing new policies and processes relating to PRI workplace and facilities, ensuring the employees at PRI are trained and engaged when implementing new processes.
• Working closely with our internal IT team, ensure equipment meeting room equipment and workplace technology are working effectively and remain fit for purpose.
• Support on energy management and environmental sustainability initiatives, by monitoring relevant office data globally and ensuring we are procuring services and products with this in mind.
• Full responsibility for the FM contracts and any contractor management services for all UK and global offices.
• Contribute to procurement activity for facilities-related goods and services, including supporting the costing of agreed facilities projects and coordinating hard-services requirements such as office equipment, furniture, maintenance scheduling and related supplier activity.
• Ensure that any facilities, maintenance documentation and H&S records of work are maintained, ensuring we have accurate up to date information and operational procedure has been followed.
• Manage property-related matters for the London office, including liaison with building management, the onsite team, landlord and relevant third parties on service charges, rates, utilities and lease-related matters, escalating legal, commercial or strategic issues where required.
• Monitor all global office space and utilisation, and support workplace reviews, including changes to office arrangements where required, to ensure they remain aligned with business needs.
• Support the People & Culture team with inductions, training, staff welfare, recognition awards etc
• Line manages the Office Coordinator and works closely with them to ensure effective day-to-day office operations, consistent HQ processes and appropriate support for colleagues and visitors, with relevant processes shared across other office locations where appropriate.
• Monitor and report on facilities expenditure and budget position to People Director and the Finance department as and when required.

Person Specification

• Well-developed people management skills (including providing feedback & challenge, coaching and developing individuals).
• Excellent networking, influencing and interpersonal skills with the ability to build strong and productive relationships internally and externally (remote/in-person or internal/external) with a clear understanding of what drives people and how to achieve optimal outcomes.
• Excellent project management skills, (designing and delivering projects to tight deadlines, managing conflicting priorities and acknowledging interdependencies) and managing and collaborating with relevant stakeholders including those at a senior level.
• Demonstrable experience in managing external vendors and service providers with the proven ability to establish, monitor and maintain effective supplier relationships.
• Ability to manage office facilities in a professional environment and coordinate facilities matters across different locations where required.
• Demonstrable knowledge of the full spectrum of the FM functions, including contract administration, supplier management, tendering and continuity planning.
• Supplier and contract management skills, including the ability to support contract reviews, service discussions and commercial negotiations.
• Ability to monitor budgets, review costs and support financial reporting.

We particularly welcome candidates from under-represented groups, including Black, Asian, and other People of Colour, those with visible or non-visible disabilities, LGBTQ+ candidates and those who are neurodivergent.

N.B. We reserve the right to close a vacancy before the closing date in the event of an overwhelming response or a change in business priorities.