Job Purpose
The Facilities Manager ensures the smooth, safe, and efficient operation of the firm’s physical environment, overseeing building maintenance, vendor management, security, and compliance to support legal professionals and staff effectively. The role is varied and crucial, often interfacing with multiple departments to coordinate buildings and facilities management, security, health & safety, and vendor relationships.
Main Duties
Buildings & Maintenance Management: Manage/oversee building repairs and maintenance. Plan, coordinate, and manage office refurbishments, relocations, and space planning to meet evolving business needs. Support meeting room setups, event logistics, and ensure facilities meet firm standards and staff needs. Manage landlords and third-party suppliers and oversee utilities management (gas, water, electricity) and ensure all necessary licences and contracts are maintained. Maintain asset registers and equipment lifecycle planning where applicable.
Service Levels across all Office Locations: The role is based in the London office but the Facilities Manager will visit one of our other offices (at Cambridge, Reading and Southampton) each week to ensure an equally high level of service is provided at all of the offices.
Contract and Supplier Management: Negotiate and manage contracts for utilities, office equipment, security services, cleaning, courier, and other facility-related services, ensuring value for money and quality.
Security and Emergency Preparedness: Manage premises security including access control, CCTV, alarm systems, and out-of-hours emergency response. Administer visitor booking systems and maintain records related to contractor access and compliance. Manage sensitive data related to personnel and financial information with confidentiality appropriate to a legal environment. Ensure cleaning and maintenance contractors are bonded and vetted to protect client confidentiality.
Health & Safety Compliance: Act as the key point of contact for health & safety matters, conduct risk assessments, audits, accident investigations, and ensure compliance with relevant legislation and internal policies. Oversee the DSE assessments (managed via the firm’s online system) and ensure any concerns or requirements are actioned. Conduct regular audits and inspections and oversee fire safety and first aid provisions. Maintain training records and coordinate ongoing safety measures.
Budgeting and Financial Oversight: Prepare and manage facilities budgets (OPEX and CAPEX), monitor expenditures, perform contract reviews and conduct cost analyses for facilities projects and contracts, and support annual financial planning processes.
Team Management: Lead and oversee the currently outsourced facilities support teams (print/post room, reception etc) to provide guidance to ensure operational efficiency and reporting. Provide clear communication and performance management and promote a collaborative working environment. Monitor and record holiday, sickness and overtime. Liaise with the outsourced provider to identify training requirements for staff which cover key aspects of the service and processes.
Investigation and Resolution of Complaints/Queries: Acting as main point of contact for handling complaints and queries. Ensuring a positive experience for all staff by addressing concerns promptly and professionally.
Recruitment: Manage and oversee all recruitment in conjunction with the outsourced provider and assist with the training of all new recruits. Liaise with the outsource provider throughout the new recruit’s probationary period and provide appropriate feedback.
Reporting: Produce weekly reports on statistics including but not limited to visitor volumes, click counts and stationery spend etc with a view to reviewing expenditure and improving overall efficiency.
Compliance with Firm Policies: Ensuring compliance across the team with all company policies (e.g Health & Safety, GDPR, Information Security etc).
Business Continuity: Maintain disaster recovery and business continuity plans related to facilities and premises operations.
Key Requirements
Essential Skills and Experience
Considerable experience in facilities management, ideally within a law firm or professional services environment.
Strong organisational and multitasking capability, able to prioritise in busy, fast-paced settings.
Excellent communication and interpersonal skills, approachable personality with a professional appearance.
Proficiency in contract management and tender processes.
IT literacy with solid skills in Microsoft Office (Word, Excel), and willingness to learn bespoke software.
Detailed knowledge of health, safety, and environmental legislation applicable to office premises.
Ability to respond effectively to emergencies and out-of-hours incidents.
Experience managing teams and coordinating multiple suppliers and contractors.
Calm, proactive approach with adaptability and a commitment to continuous learning.
Hours
8.00am to 5.00pm Monday to Friday with one hour for lunch. There may be occasions when reasonable additional hours may be required.