Facilities Manager

The Staffing Network Ltd; Warwick; On-site; GBP 40,000 - 50,000; Full time

Job summary

A leading facilities management firm in Warwick is seeking a Facilities Manager to oversee comprehensive management services. You will manage budgets, supervise contractors, and ensure compliance with regulations. The ideal candidate has strong negotiation skills, proficiency in Microsoft Office, and relevant qualifications. This role offers an opportunity to engage with high-level projects and contribute to the facility's operational success.

Qualifications

• High proficiency in Outlook, Excel, and Word.
• Excellent written and verbal communication.
• Strong organisational and time-management skills.
• Knowledge of building and CDM regulations.

Responsibilities

• Provide comprehensive facilities management service.
• Source and purchase furniture and fixtures.
• Prepare and control annual budgets.
• Manage service and maintenance contracts.
• Supervise work of contractors and internal teams.

Skills

Microsoft Office proficiency

Excellent communication skills

Self-motivation

Organisation skills

Strong work ethic

Building regulations knowledge

CDM regulations knowledge

Health and safety awareness

Negotiation skills

Education

Relevant qualifications

Job description

Facilities Manager

Our Client is a world leader product and design consultancy operating globally from a campus of studios, laboratories and workshops in Warwick. They focus on building long‑term relationships with large corporations in four market sectors: 'Medical and Scientific', 'Commercial and Industrial', 'Consumer' and 'Transport'.

Purpose

The successful applicant will provide a professional and comprehensive facilities management service to our client's business, reporting directly to the Board of Directors.

Duties and Responsibilities

• Act as primary key holder for the 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 spending within the approved budget and report to the Board. Report at monthly Board meetings.
• Implement and maintain a preferred suppliers list, ensuring all contractors have the correct insurance and an appropriate health and safety policy. Induct all contractors on the first day of work and review contractor procedures.
• Source quotations from preferred contractors, architects, designers, service providers and suppliers, negotiate to achieve the best mix of value and quality, and commission works once costs and specifications are approved by the Board.
• Ensure contractors provide method statements and risk assessments; liaise with the Health and Safety Manager to confirm adequacy before building works commence.
• Manage all facilities‑related projects, ranging from minor refurbishments and repainting to major building programmes, from commission to signed‑off completion. Liaise closely with external contractors, architects, designers, service providers and suppliers to minimise disruption to the business, including supervising work out of hours and at weekends.
• Monitor and audit building wear and tear and propose new building projects/ refurbishments/ repairs. Conduct regular audits and record issues on a log.
• Keep a schedule of day‑to‑day building maintenance work and manage work accordingly.
• Pro‑actively manage the Facilities Assistant, ensuring an up‑to‑date schedule of daily/weekly/monthly tasks and prioritise, communicate and control ad‑hoc tasks for the team as needed, planning and balancing the team's time while considering project and client needs.
• Review and manage service and maintenance contracts (gas boiler, instant water boilers, intruder alarm, air conditioning, etc.) to ensure 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.
• Be familiar with the content of the leases for rented premises and liaise with relevant landlords regarding maintenance and lease arrangements beyond existing break points; implement a schedule of lease requirements for the lease periods.
• 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 building and facilities projects that may impact 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 buildings 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 onto the premises is managed safely and efficiently.
• 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 in and contributing to the building and facilities agenda and associated actions.
• In conjunction with the HR team coordinate desk moves and seating layout.
• Contribute to the introduction 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.

Personal Specification

• High level of proficiency in Microsoft Office packages, especially Outlook, Excel and Word.
• Excellent communication skills, both written and verbal.
• Self‑motivation and ability to work on own initiative.
• Organisation and time‑management skills; versatility and ability to prioritise workloads.
• Strong work ethic with a 'can‑do' attitude.
• Good knowledge of building regulations.
• Good knowledge of CDM regulations.
• Awareness of health and safety issues, especially risk assessments and method statements.
• Preferably a member of the Institute of Workplace and Facilities Management.
• Relevant qualifications and commercial experience.
• Strong numeracy skills with the ability to understand, organise and present financial data.
• Research and networking skills with the ability to draw information from various sources.
• Strong negotiation skills.
• Ability to work with diagrams, contracts, plans and illustrations, liaising with legal advisors as required.
• Design sensitivity and eye for detail.