Facilities Manager - Cheltenham
hace 7 días
London
My client, a leading international law firm, are recruiting a Facilities Manager role for their Cheltenham office. The Facilities Manager is primarily responsible for the day-to-day running of the office and team as well as linked contractors and suppliers and supporting with a wide range of projects. THE ROLE • Manage the Facilities Helpdesk, ensuring efficient handling of queries related to heating, reactive works, access requests, administration, and general building maintenance., • Plan and organise daily FM helpdesk operations, including liaising with external contractors., • Take the lead on service delivery, coordinating and communicating with the wider Facilities team Implement and manage Helpdesk procedures, such as permit-to-work processes, to prioritise reactive and planned activities., • Support the Head of Facilities with Cheltenham and firmwide projects, day-to-day tasks, and innovative ideas aligned with the Firm’s values., • Assist with the management of FM services, including Helpdesk, General Office, Archives, Reception and Facilities Assistant, • Ensure the Facilities team is prepared for meeting room setups and planned activities for the week ahead., • Supervise weekend and out-of-hours works and office moves (ad hoc), • Provide cover for the FM team during lunch breaks and periods of absence., • Monitor and manage Cheltenham budgets, including completing the annual budget., • Review and approve invoices for payment., • Manage the aspects of the M&E contract, ensuring KPI compliance, adherence to the planned preventative maintenance schedule, and logging issues with appropriate SLAs., • Oversee the Cleaning contract, ensuring regular meetings with the account manager, monitoring KPIs, and scheduling periodic cleaning programs., • Manage the stationery contract, reviewing orders, scheduling monthly meetings, reviewing reports, and approving invoices., • Engage with the Building landlord when required., • Ensure compliance with legislation and best practices in FM areas, particularly M&E and building functions, and maintain related records and systems., • Contribute to ISO 14001 standards and the Environmental Management System (EMS), supporting the firm’s sustainability goals through effective facilities management practices., • Manage the Security Access System, ensuring GDPR and information security compliance., • Oversee the security system access database, conducting regular audits., • Conduct regular one-to-one catch-up meetings with the team to support performance., • Maintain up-to-date records of holiday/absence and arrange necessary cover for the FM team., • Ensure document management systems are updated and accessible., • Maintain and update spreadsheets related to energy, waste, post, meeting room bookings, Helpdesk job logs, and other key data., • Ensure intranet pages are regularly updated., • Liaise with the Marketing Events team and DE&I regarding events and facilities requirements., • Work closely with the wider Facilities teams on projects when required., • Arrange and participate in early morning evacuation drills with H&S and Facilities teams, ensuring compliance and readiness. QUALIFICATIONS & EXPERIENCE • Proven experience within a Facilities Helpdesk (or similar) environment, • Prior administrative experience in Facilities, ideally gained within a professional environment, • A working knowledge of Microsoft packages, • Highly motivated individual who will be able to use own initiative, • Excellent organisation skills, • Excellent customer service skills, • Good communication skills both oral and written, with the confidence to liaise with personnel at all levels of the Firm and with external contacts, • Flexible, positive, can-do attitude, • Pro-active team player, • Ability to work under pressure and prioritise conflicting requirements effectively, • Professionally presented, • Good problem-solving skills, • High degree of accuracy/attention to detail Please apply today for immediate consideration!