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Facilities Manager - 12 Month Rolling Contract (Day Rate)

Location: London, United Kingdom

The Role

The position of Facilities Manager is based within our London Head Office, a high profile space of 45,000 sq ft of new offices, with around 450 employees.  This role integral to the smooth running of the office and will require someone who has high standards, an eye for detail and a commercial outlook. The role offers a unique opportunity to have ownership over the end to end facilities processes.  To be successful in the position, you’ll need to have strong procurement and negotiation skills, experience of developing processes, and the associated documentation, as well as being someone who can collaborate across internal and external teams, to deliver a superior service.

Please note that this is a 12 month rolling contract which will pay a daily rate

Responsibilities

• Manage property and business support service contracts, contractors and service levels for core services including:
o Catering
o Cleaning
o Couriers and Post
o Switchboard
o Maintenance
o Front of House (meeting and conference rooms)
o Various office services contracts i.e. floral, stationery
o Works projects
o Office moves and general desk changes
• Continually update policies and processes, with a view to improving the work environment in line with legislation changes and a need to be commercial in our decisions
• Outside of the London office, you will have oversight of regional offices, ensuring they are compliant with current legislation and are suitably maintained, as and when required
• Ensure expiry dates of contracts are monitored and re-procurement initiated if required
• Manage the relationship with the building management; representing ED&F Man and our interests at the buildings committee and providing regular communication to management
• Liaise directly with the landlord/building management team to manage implementation and SLAs of core service provisions
• Manage the facilities budget, liaise with the various services companies to forecast spend and to ensure that the budget and forecast is kept up to date
• Proactively identify significant cost management opportunities
• Be a polished and professional key point of contact to internal employees and clients alike
• Troubleshoot all facilities and building issues, escalating when appropriate
• Ensure compliance with statutory regulations on fire and Health & Safety standards i.e. organising fire warden training, undertaking/organising desk and risk assessments (or outsourcing when required) and ensuring our public liability insurance is up-to-date and adequate
• Ensure disaster recovery and business continuity plans are in place

Skills & Qualifications

• Proven experience of managing an office of a similar or larger size
• BIFM membership would be advantageous
• Experience of managing third party suppliers competitively, managing SLAs and tender processes
• Proven track record of cost management and creating efficiencies
• Knowledge of key suppliers in the facilities space and an understanding  of reasonable costs for these services
• Knowledge of occupational safety standards
• Strong change and project management experience
• Procurement and contract negotiation experience is essential
• Deep understanding of the current legislation relating to Fire, Health and Safety, with associated qualifications
• Beneficial to have relevant qualifications for carrying out work station assessments
• Experience or knowledge of designing and maintaining a robust incident management process
• Experience of managing a ‘buildings budget’ and forecasting all associated facilities costs, including utilities, rent and other supplier costs
• An ability to work autonomously, but equally, can collaborate when needed
• Strong IT skills are essential
• Strong relationship building and relationship management capability, experience should be gained from managing relationships and agreements internally and externally
• Excellent customer service skills
• Demonstrated ability to display grace under pressure
• Agile and able to adapt to different situations

 

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