Facilities Manager

The Fidelis Partnership; City Of London; On-site; GBP 55,000 - 75,000; Full time

Job summary

The Fidelis Partnership is seeking a Facilities Manager Workplace Experience Lead to oversee facilities services and contracts across 22 Bishopsgate and Lime Street, collaborating with the Grace Hall Facilities Manager. The role acts as deputy to the Group Head of Facilities and serves as the UK SME for facilities issues.

You will drive exceptional customer service, lead a facilities team across locations, manage HSSE, front-of-house operations, supplier contracts, budgets, and reporting, while

Qualifications

• 3-5 years previous experience in the role of Facilities Manager or Senior Assistant Facilities Manager.
• Strong team leadership with a focus on exceptional customer service and a can-do attitude.
• Strong written and verbal communication skills across staff and executives.
• Ability to analyse situations, decide on solutions and act quickly to maintain services.

Responsibilities

• Lead and develop the facilities team; set expectations, give feedback and identify development opportunities.
• Ensure HSSE compliance across UK locations; maintain records and reports.
• Oversee Front of House operations including visitor management and meeting room upkeep.
• Manage supplier contracts, budgets, KPIs, SLAs and compliance; monitor costs and variances.
• Regularly review supplier performance and drive best-in-class office services across all Fidelis offices.
• Coordinate incident response and emergency procedures as required.

Skills

Team leadership

Customer service

Communication

Problem solving

Microsoft Office

Tools

Microsoft Office

Job description

The Facilities Manager Workplace Experience Lead (FMWEL) will be responsible for managing all aspects Facilities services and associated contracts for The Fidelis Partnership (TFP)office premises across in 22 Bishopsgate, Lime Street and in collaboration with the Grace Hall Facilities Manager.

The FMWEL will deputise for the Group Head of Facilities in their absence and be the point of contact for stake holder interactions.

The 22 Bishopsgate Office will be the flagship operation in Facilities services across TFP, as such the FMWEL will be the main point of contact for Facilities in the UK, supporting the Facilities Management representatives from the smaller or regional offices as an SME for Facilities related issues.

The FMWEL will work in conjunction with the Group Reception Manager in delivering exceptional customer service throughout the offices, maintaining, and enhancing the employee experience and simultaneously exceeding guest expectations.

Key responsibilities

Team Management

• The FMWEL will work in conjunction with the Group Reception Manager in delivering exceptional customer service throughout the offices, maintaining, and enhancing the employee experience and simultaneously exceeding guest expectations.
• Lead, coach and develop the facilities team setting clear expectations, providing regular feedback and guidance, and identifying development opportunities to build capability, accountability and high performance,
• Create and agree an annual training plan to ensure cross training is achieved across all locations to build a strong team with contingency arrangements embedded into the work ethos.
• Support and mentor junior members of the Facilities team including supply partners to build a flexible collaborative team across all locations.
• Perform regular appraisal meetings and set structured achievable goals to promote personal development and embed a culture of ongoing improvement.
• Support the GHFM in building a professional proactive team across all locations.

Health, Safety, Security and Environmental Management (HSSE)

• Ensure all offices are managed and maintained in a safe, secure and orderly manner to prevent accidents, incidents and ill health.
• Take immediate action to resolve issues as soon as they are identified, and speak up promptly where risks or concerns are observed to help prevent incidents from occurring.
• Ensure that all services, activities and planned maintenance routines comply with Health & Safety regulations and internal standards.
• Ensure all Facilities contractors, suppliers and associated services are performing tasks in line with Health & Safety legislation. Review RAM’s and Permits to work to minimise the impact on employees and guests.
• Using the companies preferred H&S monitoring tool Vantify, maintain all relevant health, Safety and compliance records including all incidents and accidents for TFP and associated companies across the UK Property portfolio in line with agreed KPI’s.
• Provide comprehensive management reports to demonstrate HSSE compliance status to senior management and stakeholders including but not limited to, Workstation Assessment Health Summaries, Security audits, Contractor Management reports, Health & safety audit updates.
• Act as the Chief Fire Warden for evacuations in the 22 Bishopsgate and support the planned evacuation schedule for the other Fidelis office locations.
• Recruit First responders, (First Aiders and Fire Marshalls), arrange training, maintain records of training. Ensure there is adequate stock of First aid supplies and ensure AED devices are serviced and maintained.
• Champion the continuous commitment to The Fidelis Partnership Environmental policy by introducing green initiatives, monitoring waste, improving recycling, and procuring sustainable products and services.
• Maintain the security of the premises by ensuring strict security protocols are followed and ensuring all relevant staff are aware of the process. Monitor security of the buildings by integrating access reports, to ensure access levels are relevant to the job role. Ensure all leavers are deactivated from the system as soon as possible after they leave.
• Manage the companies preferred Crisis management messaging tool to coordinate emergency procedures and manage incidents.
• Ensure all actions created through Fire, General and Water Risk assessments are followed up and resolved in a timely manner.

Front of House

• Visitor Management – Ensure the FOH team are fully competent with the security arrangements and guest registration process for each UK location.
• Meeting Room Management, working with the Group Reception manager, ensure that the Facilities in each room are well maintained, in working order and resolve maintenance issues promptly.
• Best Practice – Share best practice across all locations to embed the culture of professional highest quality service standards in all FTFP associated offices.
• Oversee small works projects and enhancements to the office ensuring the space is maintained to a safe and secure standard throughout the project.
• Have a full and clear understanding of the supplier contracts and deliverables, including budgets, KPI’s, SLA’s and compliance. Ensure the suppliers are clear on expectations and deliver accordingly. Highlight any breached KPI’s to the GFM with evidence and data.
• Monitor Supplier Costs against budget and highlight any variances.
• Ensure regular review meetings are held with the main suppliers to encourage a partnership approach to services with the goal of providing The Fidelis Partnership with best-in-class office service across all aspects of Facilities.
• Monitor Maintenance schedules and maintain relevant service records for the purpose of evidencing HSE compliance for all UK locations.
• Oversee the schedule for cleaning, ensuring the highest standard of cleanliness is maintained throughout all areas.
• Monitor and record Facilities costs to develop a clear budgeted approach for future expenses and maintain records for evidencing spend.

Skills and Experience

• 3-5 years previous experience in the role of Facilities Manager or a Senior assistant Facilities Manager. Exposure to Health, Safety, Security and Compliance Management.
• Strong team leader with a focus on exceptional customer service and can-do attitude.
• Strong written and verbal communication skills with the ability to interact with services staff and executives with the same professional confidence, building relationships at every level of the organisation.
• Ability to analyse a situation calmly, decide on the solution and act quickly to maintain services with minimal impact on the business.
• A natural problem solver that takes ownership of a situation and follows the solution through to conclusion.
• Very organised and proactive, with high attention to detail and excellent work ethic.
• Good understanding of the Microsoft Suite (particularly Word, Outlook, Excel) and the desire to learn new systems
• Understand basic Health, Safety and Compliance in an office environment and a willingness to continue learning and implementing best practice in the workplace.
• Able to work well independently and maintain a positive outlook when under pressure.