FACILITIES LEAD Responsible To Facilities Manager OVERVIEW Based in an office in Edinburgh, you will be responsible for the day-to-day operation of Facilities, Compliance/ H&S related issues[Dentons1] [Dentons2] and enhancing site standards, delivering a 5 star experience with energy, passion and presence to all staff and guests on site. KEY RESPONSIBILITIES Provide an exceptional experience to all colleagues and guests. A purposeful personalisation when serving guests and customers is where the magic happens. Job responsibilities Completing regular site walkarounds to ensure an enhanced customer experience at all times, including responsibility for ensuring that cleaning standards are maintained. Have total ownership of all spaces including meeting rooms, events, collaboration, and workspaces to ensure the best first impression and workplace experience throughout. Ensure that Executive meeting arrangements, board days and staff training sessions are supported with room requirements, hospitality and room set up Liaising with client departments as necessary (i.e H&S, IT) Following set processes to ensure consistently high standards. Liaise with Landlord to ensure overall service to users in the building is maintained. Maintain relationships with vendors that provide services and goods to the office. Provide cover for Reception as required, including absence and lunches. Provision of refreshments for events and meetings. Administer the booking system for conference rooms and workrooms, following current guidelines. Deal with all queries in a positive and helpful manner. All bookings to be verified in advance. Ownership of the centralised stationery stores, including printer paper, and to maintain the additional stationery orders & records through daily stock checks. Sort, scan & deliver all incoming (internal and external) post to individual desks or mailroom mail trays Sort and scan all outgoing mail (internal and external), including special and recorded deliveries Co-ordinate and record all courier activity. Maintain a safe and tidy workplace. Deputise for Facilities Manager in their absence. Will be a requirement to provide cover to the Glasgow office. Health, Safety & Compliance Utilise daily checks to ensure workplace safety for all users. Lead with any Facility or Health & Safety related issues on site, including managing emergency incidents. Ensuring compliance with Statutory and H&S requirements, including keeping documentation up to date and actioning any remedial works Supervision of Facilities team. Coordination of site inductions. Ensuring completion of planned maintenance and reactive activities in accordance with the Planned Maintenance Planner / Compliance Register / Site To Do List Ownership of site logbooks Complete regular site walkarounds to address any safety concerns or facility issues. Report all accidents, occupational illnesses and emergencies. Control and supervision of contractors including the issue of authority to work paperwork. Maintain security and safety standards as required, ensuring that visitors are escorted and contractors do not have access to areas without the appropriate authorisation or supervision. Ensure signage and notice boards are kept neat and tidy at all times. First Aid & Fire Warden requirement. Ensure that site specific risk assessments are completed and reviewed regularly. Ensure COSHH compliance Liaison with the Landlord Property Team & client H&S managers. Control and supervision of contractors including the issue of authority to work paperwork. Supporting the Facilities Manager and Risk Teams with the implementation and operation of Disaster Recovery Planning and/or Business Continuity Planning Contributing to the business Energy & Sustainability plans by sharing ideas and implementing improvements Respond to any reasonable management request. Any other Facilities related duties as requested. EXPERIENCE REQUIRED Communication Skills – Ability to understand and interpret instructions, correspondence, and other written materials, while seeking clarification as needed to ensure comprehension. Strong written communication skills for preparing routine reports and correspondence. Capable of responding effectively to enquiries or concerns from clients, colleagues, and supervisors. Confident in presenting information to internal teams and larger groups. Strategic and Interpersonal Skills – Strong problem-solving abilities and the ability to navigate complex situations with a range of possible solutions. IT Skills – Proficient in Microsoft Office Suite applications, including Word, Excel, PowerPoint, SharePoint, and Outlook. Comfortable adopting and using new technologies, such as apps, databases, workflow management tools, social networking platforms, cloud solutions, and mobile applications. Results-Oriented – Focused on achieving business objectives with a commitment to high standards, continuous improvement, and embracing challenges. Customer-Focused – Skilled in building strong relationships by actively listening to and addressing customer needs. Demonstrate a natural passion and understanding of quality customer service. Driving licence desirable but not essential