Facilities Manager in London

Sf Recruitment have partnered with an organisation in Warwick who are looking to recruit a Facilities Manager on a permanent, multi-site (Across Warwick) basis.

Working pattern: full time site based

Responsibilities

• Act as primary key holder for our premises based in Warwick (will require availability for out of hours attendance on site in the event of a specified intruder/fire alarm being raised).
• Source and purchase, as approved by Directors, furniture and other fittings and fixtures in line with brand values and guidelines.
• Prepare detailed, itemised annual budgets, monthly updates on tasks and quarterly updates on budgets; monitor and control spend within the approved budget and report when required to the Board. As a minimum you will be required to report at monthly Board Meetings.
• Implement and maintain a preferred suppliers list, ensuring all contractors have agreed to the contractors' arrangements, have the correct insurances in place and have an appropriate health and safety policy where applicable. Induct all contractors on the first day of works and contribute to the review of contractor procedures.
• Source quotations from preferred contractors, architects, designers, service providers and suppliers and negotiate accordingly to obtain the best mix of value and appropriate quality. Commission works once the costs and specification have been approved by the Board.
• Ensure contractors provide method statements and risk assessments and liaise with the Health and Safety Manager to confirm that these are adequate before building works commence.
• Manage all facilities-related projects ranging from minor refurbishments and repainting projects to major building programmes, from commissioning to signed-off completion. Liaise closely with all external contractors, architects, designers, service providers and suppliers during these projects to ensure disruption to business is kept to a minimum; this may include the need to supervise work out of hours and at weekends.
• Monitor and audit building wear and tear and make new proposals for new building projects, refurbishments or repairs. You will be expected to conduct regular audits of buildings and create and record issues on a log.
• Keep a schedule of day-to-day building maintenance work and manage work against this accordingly.
• Pro-active management of the Facilities Assistant, ensuring an up-to-date schedule of daily, weekly and monthly tasks. Prioritise, communicate and control ad-hoc tasks for the facilities team as and when necessary, planning and balancing the team's time whilst considering project and client needs.
• Review and manage service and maintenance contracts (gas boiler, instant water boilers, intruder alarm, air conditioning etc.), ensuring that all servicing is completed in a timely manner, that all relevant documentation is obtained and any actions completed.
• Be the primary contact for all internal queries, reported faults and suggestions from staff, adding such suggestions to the log.
• Support the Board in locating and arranging contracts for alternative or additional short- or long-term accommodation, as and when required.
• Be familiar with the physical arrangements relating to utility supplies at all premises, including electrical, gas, water and drainage. Annually review contracts with the relevant utility providers to balance service quality and value.
• Be aware of identified asbestos-containing materials and annually review and report as appropriate.
• Contribute to building and facilities-related internal risk assessments carried out by the Health and Safety Manager.
• Liaise with the IT team on all buildings and facilities projects that may impact upon existing and future IT infrastructure requirements.
• Liaise with the Health and Safety Manager regarding building and facilities-related issues and complete relevant actions as highlighted.
• Carry out or contribute to ad-hoc building and facilities-related tasks as and when required.
• Manage and review the asset tracking system on an ongoing basis.
• In conjunction with the Health and Safety Manager ensure the delivery and installation of all machinery and equipment into premises is managed in a safe and efficient manner.
• In conjunction with the Health and Safety Manager ensure all calibrated inspection and test equipment is documented and serviced annually in a timely manner, by a suitably qualified professional company.
• Liaise with workshop staff as required and attend the workshop forum, actively participating and contributing to the buildings and facilities agenda and associated actions.
• In conjunction with the HR team coordinate desk moves and seating allocations.
• Contribute to the induction of new starters and provide refresher training to existing staff as identified.
• Undertake such other tasks for which you are suitably qualified as the Board may from time to time request.