Facilities Senior Advisor

Job content

The role:
This is a great opportunity for an individual to join our internal Facilities team. The Facilities team is part of our Support Services team and is based in Norwich. There will be a requirement to travel to our other offices throughout Norfolk, Suffolk and North Essex.

We are looking for an enthusiastic experienced individual to manage our Facilities on a day to day basis. You will have responsibility for ensuring the delivery of key health and safety statutory compliance, management of the facilities’ budgets, capital procurement, planned and unplanned maintenance, contract negotiation and project management. You will also oversee the reception team in our Norwich office and provide guidance and support on facilities matters to our administrative teams in other offices.

The Facilities Team is a small team where a good team ethic, flexibility and a supportive but ‘can do’ mindset will enable you to have an enjoyable and fulfilling career while contributing to the overall success of the firm.

As successful candidates you will demonstrate:
Adaptability and tenacity when working towards a solution.

Good organisation skills and the ability to operate at a high level of confidentiality.

A desire to collaborate with others and develop strong working relationships

Ability to multi-task and manage a number of different deliverables.

Strong communication skills both verbally and written.

A positive attitude which can be seen in the delivery of excellent internal client service.

In return you will have support to establish your careers with Larking Gowen at a pace that suits you both personally and professionally.We also offer benefits that include:

Medicash Program

Option to buy additional holiday.

Regular sports and social events.

Involvement in wellbeing initiatives that include charity events, dress down days and therapies.

Employee Assistance Programme providing advice, support services and counselling.

Main Responsibilities:
Risk Management

Responsibility for ensuring compliance with all statutory health and safety requirements and recommended best practice.

Ensuring good record keeping across the firm.

Communication of health and safety policies to our people including induction programmes.

Involvement with the firm’s Business Continuity Committee with lead responsibility for updating core documentation.

Budgeting and Procurement

Setting and management of rolling capital and expenditure budgets.

Order and invoice approval.

Regular liaison with Finance, including the provision of updated forecasts.

Maintenance

Rolling maintenance programme to ensure compliance with lease and statutory requirements.

Ensuring that all basic facilities such as water and heating are maintained.

Good recording keeping ensuring evidence of compliance.

Overall responsibility for delivering of ad-hoc and emergency repairs.

Liaison with external advisors and contractors.

Capital Equipment

Setting capital expenditure budget inline with capital replacement programme.

Liaison with lead partners and the Board to ensure expenditure for agreed capital projects is planned.

Seeking quotations and making recommendations.

Service Contracts

Negotiating and reviewing key service contracts.

Preparing tender documents for periodic review of contracts.

Energy Contract Administration

ESOS Liaison

Project Management

Agreeing project specifications with key internal stakeholders.

Setting and monitoring project plans and budgets.

Preparation and review of tenders.

Communication with all internal stakeholders and external contractors and advisors.

Training

Attend training courses as identified in order to develop both technical and personal skills and keep records for compliance purposes.

Other Responsibilities:
Lead role in the ongoing review of procedures and risks and proposed updates to policies and procedures within the Facilities Handbook and associated procedure notes.

Provide training updates and guidance to administrators in other offices who have facilities responsibilities.

Preparation of monthly Facilities Report

Weekly liaison with Head of Finance and Facilities

Front of House Cover as required

Undertakes other duties to meet the demands of the business.

Personal Specification

Education and qualifications

Essential:
IOSH Managing Safely or NEBOSH

Maths and English Language at GCSE or equivalent.

Desirable:
Evidence of other facilities qualifications to demonstrate a wide-ranging knowledge base of facilities issues – e.g. Manual Handling, COSHH etc

Experience

Essential:
Proven experience in Facilities advisory or leadership role.

Good current knowledge of health and safety requirements.

Experience of using Microsoft packages, internet, email and cloud accounting packages.

Proven ability to adapt quickly to changing deadlines and priorities.

Desirable:
Prior experience of project management.

Prior experience of contract negotiation.

Prior experience of managing a team.

Personal Attributes

Strong organisation skills.

Excellent communication skills (written and oral).

Be proactive in identifying practical solutions to issues.

Be able to operate at a high level of confidentiality.

Have a “can do” approach.

Innovative and able to use own initiative.

Deliver excellent internal client service at all times.

Job Type: Full-time