Overview
To manage all aspects of the Woking Head Office from a facilities perspective to ensure a compliant, and effective working environment for all employees.
This is a critical role in ensuring the smooth running of the office, maintaining a high quality environment for head office colleague and setting the standard for all offices in the UK, within Nomad Foods.
Responsibilities
Facilities, risk management and PPMs:
1. Establish standards within the office and holding teams to account for upholding them. Very high standards must be upheld in the office with regards to respecting the space (neat, tidy and so on)
2. Creating specs for - and managing - facilities contracts and third-party providers related to the running of the office ., tenders and subsequent management of landlord, coffee, water, cleaning, maintenance and biophilia, parking relationships and contracts
3. Budget Management – working with finance team to own and advise on annual facilities budget. Raising and receipting PO’s, invoice checking, organising approvals. Raising new vendor documentation. Liaison with Accounts Payable Team, and other invoice & accounting related activities related to the site. Validating invoices match the forecast
4. Ownership and administration of business rates payments
5. Collating trends (of issues) and reporting these back to the relevant stakeholder (., IT / FoW Director)
6. Is health and safety qualified; and trained as a fire marshal. Leads debriefs post fire practice or events to raise capability of all colleagues and supported by other fire marshals
7. Point of escalation / contact for colleagues to report any site issues plus any subsequent resolution of said issues with internal or external agencies / third parties
8. Ensuring compliance to the waste disposal programme within the site
9. Ensuring compliance to required health and safety processes ., but not limited to legionella, fire safety etc
10. Establish and train (with external parties where needed), fire marshals and first aiders; ensuring they are always sufficient in number and distributed across the office in accordance with health and safety needs
11. To hold fire testing as required by the site / as dictated by site protocols
12. Investigating issues and identifying solutions to unplanned spend (., M&E breakdown) – sourcing quotes and making recommendations on the suggested solution, then aligning with the Workplace Manager prior to commitment where needed
13. Ensuring signing is up to date and consistent with Nomad Foods processes and guidelines
Colleague Engagement
14. To support the office engagement programme
Reporting and occupancy management
15. Tracking and reporting attendance; identifying pinch points and gaps
16. Managing the meeting room booking system; prioritising bookings and triaging them – ensuring good usage of collaboration areas
Networking and gathering external insight
17. Prioritise networking and actively gather external insights related to facilities management, identifying and introducing innovative ideas and best practices to drive continuous improvement with the role
Qualifications
Essential
18. Facilities management
19. Certified fire warden
20. First aider
21. Experience in managing office budget and dealing with external suppliers
22. Positive and resilient can-do attitude
23. Welcoming disposition
24. Excellent communication skills
25. Great team player
26. Collaborative and willing to make change
27. Proficient user of Microsoft package
28. Highly organised
29. Customer service
30. Problem-solving
31. Stakeholder management
32. Influencing
Desirable
33. WIFM (workplace institute for facilities management)
34. NEBOSH - National Examination Board in Occupational Safety and Health (risk management)
35. Proficient use of administrative tools (., Ariba, Concur, etc)