Facilities, Property & IT Manager

Our client, a leading organisation in the legal sector have instructed Maxwell Stephens exclusively to recruit for a Facilities, Property & IT Manager based at their superb site in Central London.

You will be primarily responsible for managing facilities, property, IT and support services effectively and efficiently, to facilitate the smooth running of operations. Reporting to senior director level you will provide an outstanding service utilising the available technology and support functions to ensure their best effect and work within the company core values.

Key Responsibilities

• Working closely with the senior directors and advising on strategy and options to manage and run the premises, IT and operations, maintaining first class and seamless services whilst reducing costs and maximising efficiencies.
• Advising the senior directors on options to use the premises more cost effectively, modelling different options to configure premises in ways which will meet member and staff needs for office space whilst generating overall savings.
• Managing the maintenance and presentation of the premises and facilities, to high standards which promote a positive, professional client experience and staff and member satisfaction. This includes responsibility for overseeing and maintaining effective repairs, redecoration, cleaning and maintenance, engaging and managing contractors, and liaising with Managing Agents and the Landlords on premises matters.
• Providing regular reports to the senior directors with forward looking plans for the systematic and proactive management and cost effective improvement of the premises and costs, IT and related issues, and maintaining a rolling action list for the timely resolution of issues raised by members of the company
• Liaising and negotiating effectively with the Landlord and Managing Agents of the premises
• over rent, rates and facilities management.
• Overseeing any building works and managing moves between rooms or into new accommodation.
• Preparing reports and proposals on new equipment, furniture or furnishings, upgrades to computers, software and telephony systems.
• Ensuring that all relevant insurance policies, maintenance contracts, planned preventative maintenance contracts, risk assessments and licences are in place and that all H&S and regulatory requirements are being met.
• Maintaining up to date central records of all PPM and health and safety requirements including risk assessments and relevant refresher training.
• Managing and maintaining IT, telephony and related services. Liaising with service providers as necessary on the fees and diary system, website, internet wireless connection, video conferencing and telephone system.
• Assisting all personnel with IT matters and liaising with the IT service provider where required.
• Managing the set up of all new joiners and leavers.

Person Specification

Essential:

• Educated to degree level or with equivalent relevant experience
• Strong team leader and team worker with a proven track record in successfully managing property, IT and operations
• Demonstrable facilities management experience
• Experience of organising and managing all PPM activity
• Strong track record of proactive and effective negotiation on property and 3rd party expenditure to generate high quality services whilst minimising expenditure
• Experience of managing health and safety and statutory compliance
• Ability to interpret legislative/regulatory requirements and produce policies and guidance compliant with, for example, health & safety, manual handling, fire, COSHH, asbestos, water hygiene.
• Experience in risk management and mitigation of risk including preparation of appropriate policies and risk assessments Site maintenance and security management
• Understanding of the implication of business processes and change at a technical level including the inter-relationship between different systems (e.g. IT and telephone systems)
• Awareness of data protection legislation and principles of data confidentiality and strong technical knowledge of best practice in relation to information security.
• Good knowledge and experience of providing technical support to a range of stakeholders with differing capabilities
• Ability to translate business needs into technical language and vice versa

Desirable:

• Understanding of the implication of business processes and change at a technical level including the inter-relationship between different systems (e.g. IT and telephone systems)
• Awareness of data protection legislation and principles of data confidentiality and strong technical knowledge of best practice in relation to information security.
• Good knowledge and experience of providing technical support to a range of stakeholders with differing capabilities
• Ability to translate business needs into technical language and vice versa

Additional Requirements:

• Attendance at occasional early evening meetings and weekend strategy sessions.
• Attendance on site out of hours to facilitate tasks which cannot be undertaken during office hours without severe disruption or downtime (e.g. fixed wiring inspections, IT upgrades).

Closing Date:  Friday 2^nd April 2021