Maxwell Stephens Ltd

Facilities Manager (Technical Background)

Location
London (Greater)
Salary
£45,000 - £55,000 per annum, dependent on experience
Posted
11 Jun 2018
Closes
11 Jul 2018
Ref
PR/000429
Contract Type
Permanent
Hours
Full Time

Our client, a leading independent financial services company, are seeking a talented Facilities Manager to join their team.

This role will follow the following alternating shift pattern:

Week 1-          06.30am- 3.30pm

Week 2-          9.30am- 6.30pm

The Facilities team is responsible for maintaining a consistently high standard of working environmental to meet the needs of the business. The team manages all building maintenance and repair activities, organises security and fit out work and ensures compliance with health and safety regulations.

The Facilities Manager will need to be able to work flexibly in order to respond to a variety of tasks and requests, manage the day-to-day activities of team members, plan the team’s long term objectives and provide updates and reports to senior management. The Facilities Manger’s duties and responsibilities include, but are not limited to, the following:

Key Responsibilities:

Ensure the technical availability of all facilities

  • Plan and organise the preventive maintenance of all equipment
  • Implement all technical recommendations in connection with the Business Continuity Policy
  • Maintain and update the technical documentation of the premises
  • Ensure the training and coaching of all technicians (externally and internally) who have to work on site, and ensure their safety at all times, including out of hours interventions
  • Document all required procedures in order to facilitate the passing on of directives
  • Organise technical power cuts liaising with the office manager and in accordance with business needs
  • Prepare reports on technical maintenance
  • Deal with the management agent for any building issues including monthly meetings and daily emails

Facilities helpdesk

  • Manage the facilities helpdesk alongside reception
  • When contacted by office helpdesk (preferably) or directly by a colleague, give the proper answer to all facilities issues
  • Provide regular updates and feedback when the problem is resolved
  • Work on statistics to identify recurring issues and implement adequate solutions

General maintenance

  • Liaise with the maintenance company for the Planed Preventative Maintenance (PPM) works
  • Organise maintenance and repairs when needed
  • Re-lamping and small repairs

 

Office Moves

  • Prepare and organise moves in coordination with central facilities and IT
  • Organise work on site, prepare plans and labels, arrange for supplier services
  • Check the quality of supplier services
  • Update the floor plans in connection with the central facilities
  • Office moves have to be conducted out of business hours (week-ends, rarely nights)

Fit out work

  • Prepare and organise work in coordination with central facilities and IT
  • Issue tenders, obtain validation on expenses requests, organise work on site
  • Check the quality of supplier services/work
  • Fit out work has to be conducted out of business hours (week-ends and/or nights)

On site event support

  • Facilitate the coordination of client events (lunch, conference, drinks) buy liaising with internal clients and the catering and cleaning companies

Health & Safety

  • H&S – Chairing quarterly committee meeting and compiling the Minutes.
  • Designated Competent Person reviewing and updating health and safety policies and ensuring they are observed.
  • Organisation and preparation of all paperwork and records for yearly H&S audit.
  • Additional H&S responsibilities:  Fire Marshal, First Aider, DSE assessor.
  • Part of team dealing with building / contents and Public Liability insurance renewals.

Ensure the procurement of the following supplies, control invoices and optimise costs

  • Furniture and fittings, including temporary storage
  • Supplies for moves (cardboard boxes, etc)
  • Stationary
  • Morning breakfast supplies

Monitor facilities third-parties / vendors

  • M&E maintenance
  • Security
  • Access control
  • PAT
  • Repairs
  • Moves
  • Health & Safety controls
  • Partition & cabling works
  • Optimise cost on all above suppliers, participate in tenders on all concerned areas in connection with purchasing department and/or central facilities, follow-up contracts
  • First level check on all providers invoices
  • Create providers purchase orders within the procurement policy
  • Ensure the follow up of the facilities budget

Other responsibilities:

  • Management of the facilities assistant and apprentice
  • Prepare regular reports to management
  • Clear desk policy & recycling
  • Security
  • Alarms and electronic surveillance
  • Access control
  • Deliveries on site
  • Storage and technical spaces

Person Specification:

  • Relevant experience in facilities management, preferably in professional services or financial company
  • IOSH / NEBOSH qualification
  • A technical background (mechanical and/or electrical) would be a plus
  • Sense of client service
  • Very good knowledge of Health & Safety rules
  • Good initiative, ability to work in a team and on their own, with a good sense of organisation
  • Personable, confident, strong communication skills & attention to detail
  • Flexible attitude to work
  • Exercise discretion when required and good sense of awareness
  • Good working knowledge of Microsoft Office package
  • French language would be advantageous but not essential

If you believe you have all the required experience, please contact the team on 0207 118 4848 to discuss in more detail.

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