Senior Facilities Manager

Fantastic opportunity for a Senior Facilities Manager to join the London office of a modern and forward-thinking global law firm on a permanent basis. The Senior Facilities Manager is responsible for overseeing the overall operation, maintenance and repair of the London and other UK office and the line management of the Reception, Hospitality, and Office Services functions.

Responsibilities:

New Premises

• Supporting the project team on the design and build of the new London premises.
• Working with teams to determine new policies and procedures for the new office.
• Ensuring all vendors, services and suppliers are in place in anticipation of the office move.
• Preparing partners and staff for the office move.
• Co-ordinating/overseeing the move from the existing offices.
• Responsibility for the dilapidations / handover of existing offices after exit.

Building Management

• Liaising with building management teams on day-to-day issues
• Ensuring any service issues are resolved quickly and satisfactorily.
• Ensuring the necessary maintenance and service calls happen on a timely basis and meet the firm’s H&S obligations.
• Vendor management - responsibility for conducting competitive tenders for service contracts and supplies of goods - ensuring vendors meet the firm’s stringent regulatory requirements (GDPR, Modern Slavery Act and Health & Safety)
• Ensuring that we are compliant with the firm’s ongoing obligations in relation to BREEAM and WELL Building Standard accreditations - to include carrying out any necessary reporting.
• Oversee the purchasing of supplies, and the purchasing, leasing, repairing and maintenance of furniture, equipment and fixtures.

Health & Safety

• Working with the Health & Safety consultants to ensure we have the necessary policies and procedures in place.
• Co-ordinating training where necessary (heavy lifting, working at height etc)
• Working with the Health and Safety consultants to carry out the annual audit and risk assessments, following up on actions which come out of the audits and assessments on a timely basis.
• Responsibility for ensuring we have adequate qualified first aid and fire wardens and ensuring their certificates remain up to date.
• Responsibility for carrying out DSE assessments and ordering specialist equipment as necessary.

Desk Allocations / Space Planning

• Space planning - until the office move happens, the Senior Facilities Manager will work with the key stakeholders to determine desk allocations for new joiners, trainee seat moves, vacation programmes and other ad hoc moves as needed.
• Responsibility for keeping OfficeSpace (space planning tool) up to date.
• Working with the IT and Office Services teams to execute desk set ups / moves as needed.
• Preparing the partners and staff for the move to an Agile Working environment - helping determine the procedures and protocols for desk booking and defining neighbourhoods etc.
• Working with the reception, IT and office services team to manage the provision of visitor offices.

Management of the Office Services and Reception/Hospitality Functions

• Working with the Office Services team to ensure the mail and print room services are working efficiently and meeting the requirements of the business.
• Printing services
• The printer fleet is well maintained and working properly
• Courier and mail services

• Managing holiday requests and unplanned absences. Responsibility for approving timecards for Office Services Team.
• Working with and responsibility for the outsourced reception and hospitality services function:
• Ensuring that service levels are at expected level
• Event and meeting planning
• Conferencing and catering - ensuring beverage and food services and supplies are managed appropriately

Budgeting

• Working with the Managing Director of Administration and the Finance Department to support the budgeting process and monitoring budgets on a monthly basis.

Business Continuity

• Working with the Managing Director of Administration to ensure we have adequate business continuity plans in place.
• Participation on the Global BCP Steering Committee
• Carrying out annual tests within the London and regional UK offices

The ideal candidate for the Senior Facilities Manager will have previous facilities / office management experience from a Law firm or professional services environment. You will be ambitious and career-focused and have excellent leadership and management skills. You must have first class customer service skills and the ability to work under pressure, along with a proactive commercial approach and a can-do attitude. If you fit the above description, then please contact Ryder Reid for immediate consideration.