Are you looking for a Facilities role? Do you have previous experience working in the legal or professional services firm?
I have a Facilities Manager role on in a top Law Firm based in Cheltenham who will be responsible for the day to day running of the Cheltenham Office.
Main duties will include but not limited to:
* Manage the Cheltenham Facilities Helpdesk, ensuring efficient handling of queries related to heating, reactive works, access requests, administration, and general building maintenance.
* Maintaining a communication line to the Cheltenham Head of Office
* Plan and organise daily FM helpdesk operations, including liaising with external contractors.
* Take the lead on service delivery, coordinating and communicating with the wider Facilities team and Cheltenham office.
* Implement and manage Helpdesk procedures, such as permit-to-work processes, to prioritise reactive and planned activities.
* Collate and present monthly Facilities Helpdesk reports.
Facilities Operations & Support:
* Support the Head of Facilities, Director of ICS with Cheltenham and firmwide projects, day-to-day tasks, and innovative ideas aligned with the Firm’s values.
* Assist with the management of FM services, including Helpdesk, General Office, Archives, Reception and Facilities Assistant
* Ensure the Facilities team is prepared for meeting room setups and planned activities for the week ahead.
* Supervise weekend and out-of-hours works and office moves.
* Provide cover for the FM team during lunch breaks and periods of absence.
* Attend ICS/Facilities team meetings and provide updates
Contract & Vendor Management:
* Manage the Cheltenham aspects of the M&E contract, ensuring KPI compliance, adherence to the planned preventative maintenance schedule, and logging issues with appropriate SLAs.
* Oversee the Cheltenham Cleaning contract, ensuring regular meetings with the account manager, monitoring KPIs, and scheduling periodic cleaning programs.
* Manage the stationery contract, reviewing orders, scheduling monthly meetings, reviewing reports, and approving invoices.
* Engage with the Building landlord when required.
Compliance & Best Practices:
* Ensure compliance with legislation and best practices in FM areas, particularly M&E and building functions, and maintain related records and systems.
* Contribute to ISO 14001 standards and the Environmental Management System (EMS), supporting the firm’s sustainability goals through effective facilities management practices.
* Manage the Security Access System, ensuring GDPR and information security compliance.
* Oversee the security system access database, conducting regular audits.
* Team Management & Development
* Conduct regular one-to-one catch-up meetings with the team to support performance.
* Maintain up-to-date records of holiday/absence and arrange necessary cover for the FM team.
Qualifications and Experience
* Proven experience within a Facilities Helpdesk (or similar) environment
* Prior administrative experience in Facilities, ideally gained within a professional environment
* A working knowledge of Microsoft packages
Person Specification
* Highly motivated individual who will be able to use own initiative
* Excellent organisation skills
* Excellent customer service skills
* Organised and Methodical
* Good communication skills both oral and written, with the confidence to liaise with personnel at all levels of the Firm and with external contacts
The role will offer a competitive salary and benefits package and will be a great role where you will have full autonomy and be able to be heavily involved with a number of projects.
For further information please contact Ella Britton