Maxwell Stephens Ltd

Facilities Manager

Location
Bristol
Salary
Up to £38,000 per annum + Benefits & Opportunities
Posted
29 Jan 2019
Closes
28 Feb 2019
Ref
PR/000576
Contract Type
Permanent
Hours
Full Time

Our client, a leading law firm, are now looking a Facilities Manager to support the Head of Facilities with the management and operation of the Firms offices to create well-managed and safe work spaces.

Key Responsibilities

Leadership:

  • Coach, motivate and lead Facilities staff to ensure a professional customer service led approach and style is adhered to by the team.
  • Provide a quality service that ensures the smooth running of the Firm’s offices and its facilities and to provide a smart, polite, friendly and customer focused service to partners, staff, clients and suppliers. This includes the ability to communicate at all levels in person, via telephone and in written form through emails.
  • Proactively demonstrate adherence to various internal and external regulations and standards including Health and Safety, Accessibility, Environmental, ESOS, ISO27001, ISO9001 and Clear desk.

Maintenance:

  • Regularly visit the Firms offices and liaise and assist the Office Manager in each to maintain their buildings with your guidance.
  • Support and manage maintenance and repair works required for the offices.
  • Maintain the records for periodical preventative maintenance (PPM) and ensure maintenance is undertaken on time.
  • Respond promptly to requests for reactive maintenance.
  • Liaise with landlords building management teams and agents on all aspects of maintenance issues and ensure resolution.
  • Support the Head of Facilities with the management and delivery of projects, office relocations, refurbishments or churn moves (occasional out of hours work may be required).
  • Escalate matters of risk, resolve and monitor outcomes.

Contractors and Supplier Management:

  • Management of contracts, SLAs that support the smooth running of the Firm’s offices.
  • Work effectively with a range of specialist consultants and suppliers to deliver agreed outcomes.
  • Procurement of supplies and services in conjunction with the Procurement team to ensure best value for money.
  • Regularly review contracts and re-tender and award when necessary.
  • Maintenance of the contract database of all Facilities contracts, agreements and SLAs.
  • Measure and report on supplier performance against agreed SLA's.
  • Consolidation of contracts and agreements across the offices to ensure economies of scale.
  • Coordinate and manage facilities contractors whilst on site and oversee quality and performance.
  • Prepare, monitor and reconcile budgets.

Security

  • Ensure security and emergency procedures are robust and adhered to.
  • Support the management of access control and physical building security requirements, adhering to the requirements of ISO 27001.
  • Undertake security risk assessments as part of the delivery of projects, office relocations, refurbishments and churn moves.

Business Continuity

  • Support arrangements for emergency evacuation, fire and first aid.
  • Take an active role in the event of an emergency.
  • Take an active role in Business Continuity Planning for all offices.
  • Deputise for the others in the facilities team in their absence.

Reviews

  • Undertake physical security, H&S and environmental audits at all offices, make recommendations for improvement and implement change as agreed with the Head of Facilities.
  • Support the internal client audit teams in the coordination of information.
  • Coordinate energy information prepare ESOS submissions and make recommendations on how energy management can be improved across the Firm.
  • Review and maintain the H&S, Security and Environment policy and procedure documents held on the Firm’s intranet (Atlas)

Health & Safety (H&S)

  • Set an example of best practice approach in all duties and adhere to the Firm's H&S policy and procedures.
  • Undertake and maintain risk assessments for as part of the delivery of projects, office relocations, refurbishments and churn moves.
  • Support the Head of Facilities with the management of a sub contracted H&S Manager and services.
  • Identifying and assessing a wide variety of risks and in some incidences finding creative ways to mitigate these risks, in conjunction with the H&S Manager.
  • Attend the H&S committee and review meetings and support the H&S Manager to ensure effective monitoring, evaluation and prioritisation of H&S actions.
  • Support arrangements for emergency evacuation, fire and first aid.
  • Advocate for H&S and support the H&S Manager to ensure all follow policy and procedures.
  • Issue any permits to work or co-ordinating permits from the Landlords building management team.

Person Specification

  • Knowledge and experience of the facilities management industry as well as the delivery of projects and churn moves.
  • Previous facilities experience working with a UK multi-site work force, ideally in a law firm or similar environment.
  • A strong background working in a facilities environment, typically gained through 10 or more years’ experience.
  • Proven knowledge and understanding of Health and safety processes and procedures.
  • Nebosh Certification OR IOSH Managing Safely
  • Experience of line management and supervision of staff.
  • Excellent organisation and prioritisation of own and team tasks and responsibilities.
  • Excellent people skills with the ability to deal with Partners, employees and suppliers face to face and on the telephone and able to take control of emergency situations, remain calm and put people at ease.
  • Flexible approach with capacity to take on a variety of tasks working across all aspects of the wider Facilities team and undertaking other Facilities duties as required.
  • Manual handling skills to be able to lift heavy loads.
  • Ability to maintain confidentiality at all times.
  • Common sense approach to problem solving with positive solutions.

Please call 0207 118 48 48 or email cv@maxwellstephens.com to apply!

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