About the job

Description

This role requires you to be fully office based.

Our client are looking for an experienced Facilities Manager to manage a small UK team and support the EMEA offices. You will need to have experience of managing Class A office space and maintaining company facilities and equipment to an extremely high standard across the EMEA region.

There will be travel required in this role, so to be successful in this role you must be happy to travel as and when is required. The role will be office based in Windsor.

The role reports to the Director of Facilities and the successful candidate will cover a broad range of responsibilities including Supplier Management, Third Party Contracts, Lease Renewals and Agreements, Refurbishments, Maintenance and Servicing, Health & Safety and all aspects of FM Compliance and Business Continuity.

Key responsibilities:

New Offices & Refurbishments

• Liaise with agencies to search for office premises and undertake site visits in order to shortlist option. Start negotiations and prepare presentation of final selection and costings.
• Negotiate head of terms and leases with in-house and local lawyers
• Liaise with architect to design floor plan options
• Organise and coordinate complete office fit out
• Coordinate building work and assist employees with internal moves.

General

• Build and maintain good working relationships with external contractors and vendors of equipment and supplies
• Negotiate and review maintenance and utilities contracts for the UK office and keep accurate and up to date records of maintenance work carried out.
• Ensure the PPM schedule for owned buildings is adhered to
• Manage the UK FM team
• Maintain on-site Company apartments
• Coordinate Company mobile phones
• Ensure security standards are maintained and adhered to by employees
• Manage the flow of communication within the UK offices and ensure the smooth running of routine facilities duties
• Preparation of high level and complex reports and presentations
• Assist the Director of Facilities with the development and management of the departmental budget
• Remains current on EU Health and Safety regulations concerning facilities and safety
• Ad hoc project work (which could involve regular overseas travel) as required.

Health and Safety & Compliance

• Review the Health and Safety policy against changes in legislation
• Ensure risk assessments are completed on an ongoing basis with relevant changes made
• Ensure compliance with our ISOs and Global Environmental Goals
• Sit on the Business Continuity Committee and ensure company has resiliency to emergencies
• Provide suitable Health and Safety advice to Managers and employees, determine training needs and correct poor practices
• Issue work permits from contractors for dangerous work
• Ensure correct notices are displayed in all offices
• Ensure the office has trained fire wardens and first aiders.

Key skills:

• Excellent execution and follow up, ability to work under pressure and to tight deadlines.
• IOSH / NEBOSH are beneficial
• Highly developed organisational skills with the ability to work effectively in a team environment
• 5+ years experience of facilities management including lease negotiations and heads of terms
• In depth, demonstrable knowledge of hard service management including asset maintenance and PPM scheduling
• Strong analytical and report writing skills
• Excellent communication skills
• Flexibility to work evenings and weekends when required with time given back in lieu
• Advanced level Microsoft Office skills – Word, Excel and PowerPoint, Outlook.