Regional Facilities Manager

The role leads and has responsibility for the Facilities function (UK), to ensure a safe, welcoming & productive environment for Gallagher staff across approx. 100 offices covering 700,000 sq ft.

Management of the UK Gallagher offices includes responsibility for the strategic direction, office maintenance, c. £8m budget, in house facilities team, 3rd party service management and all aspects of facilities management across all UK offices.

The Role:

This role includes overseeing the outsourced contractors and the service contracts, working with the Facilities Contract Managers, covering Post/Print and Stationery, AV and Maintenance and continually monitoring and reviewing the services offered by the various service providers and business partners. In addition the incumbent will liaise with Real Estate teams to assist with portfolio change delivery.

The role is responsible for relationship management, inter alia liaising with the Building Management/Landlord in each building regarding such issues as service charge, relationships with other tenants, working with the account management of the outsourced contracts and communication within the wider key business operations.

Specifically:

• Strategic responsibility for the management and performance of the UK offices, leading, directing and inspiring a team
• Developing key relationships across the support functions and building strong communication links internally
• Management of all compliance issues in relation to Facilities ensuring appropriate compliance with legislation, code of practice, directives and regulations
• Developing and promoting the Facilities department within the Company to improve service delivery internally and soliciting feedback to understand the perception internally, ensuring any required changes are implemented and appropriate feedback is provided
• Continually review the Facilities operation and resourcing to ensure it meets the needs of the business. Recommending and implementing structural changes as appropriate
• Making evidence based managerial decisions and demonstrating sound judgement in high pressured situations
• Setting and monitoring Service Level Agreements and Key Performance Indicators for each of the outsourced contracts
• Ensuring all contractual obligations, compliance, monitoring KPI’s and SLA’s are met by the providers and maintain their commercial viability
• Contract negotiation and re-tendering with the outsourced providers, ensuring that any increased costs are fully justified and in line with inflation/external benchmarking
• Preparation and explanation of the annual budget for the Facilities function, tracking of facilities related expenditure against budget on a monthly basis. Planning and communicating to stakeholders predicted increases in spend and reporting on any unforeseen expenditure
• Ensuring that the maintenance programme of key building components is carried out effectively to prolong the life cycle of buildings and to reduce future risk/cost to the company
• Responsible for agreeing the service charges for various UK buildings, monitoring them and liaising with Landlords/building management
• Project management – liaise with Projects & Real Estate teams on any changes in space requirements, offering support to staff in these teams on impending office openings, relocations and fit-outs etc.
• Liaising with the Business Continuity team regarding the company’s Disaster Recovery/Business Continuity Plans and continually reviewing them to ensure that they are up-to-date and in line with current needs
• Responsibility for the company’s facilities related policies, including Health & Safety and Physical Security
• Working together with the nominated H&S consultants and communicating issues and changes in legislation to management
• Ensuring that satisfactory fire safety and first aid arrangements are in place and that staff are made aware of the appropriate procedures and that these procedures are tested on a regular basis
• Significant budget responsibility for this role including the preparation of annual budget for the UK Facilities function, management of expense lines