Overview
My client, a leading international law firm, are recruiting a Facilities Manager role for their Cheltenham office.
The Facilities Manager is primarily responsible for the day-to-day running of the office and team as well as linked contractors and suppliers and supporting with a wide range of projects.
The Role
* Manage the Facilities Helpdesk, ensuring efficient handling of queries related to heating, reactive works, access requests, administration, and general building maintenance.
* 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.
* Implement and manage Helpdesk procedures, such as permit-to-work processes, to prioritise reactive and planned activities.
* Support the Head of Facilities 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 (ad hoc).
* Provide cover for the FM team during lunch breaks and periods of absence.
* Monitor and manage Cheltenham budgets, including completing the annual budget.
* Review and approve invoices for payment.
* Manage the aspects of the M&E contract, ensuring KPI compliance, adherence to the planned preventative maintenance schedule, and logging issues with appropriate SLAs.
* Oversee the 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.
* 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.
* 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.
* Ensure document management systems are updated and accessible.
* Maintain and update spreadsheets related to energy, waste, post, meeting room bookings, Helpdesk job logs, and other key data.
* Ensure intranet pages are regularly updated.
* Liaise with the Marketing Events team and DE&I regarding events and facilities requirements.
* Work closely with the wider Facilities teams on projects when required.
* Arrange and participate in early morning evacuation drills with H&S and Facilities teams, ensuring compliance and readiness.
Qualifications & 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.
* Highly motivated individual who will be able to use own initiative.
* Excellent organisation skills.
* Excellent customer service skills.
* Good communication skills both oral and written, with the confidence to liaise with personnel at all levels of the Firm and with external contacts.
* Flexible, positive, can-do attitude.
* Pro-active team player.
* Ability to work under pressure and prioritise conflicting requirements effectively.
* Professionally presented.
* Good problem-solving skills.
* High degree of accuracy/attention to detail.
Please apply today for immediate consideration!
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