Job Description

About us

Avencia Consulting are recruiting on behalf of a well know Insurer based in the City who are looking to hire a Facilities Manager to join on an initial 12 month contract basis.

The role

The Facilities Manager will be responsible for managing all aspects of facilities and associated contracts for the company operations based in one of our London office locations.

The initial focus for the FM will be to act as Project Manager for the fit out of a new office, with the role morphing into the Facilities Manager for the building long term.

Being in the privileged position of knowing how the building was fitted out and having an input into the design, the FM will be the subject matter expert for all the building services.

The FM will lead local business initiatives including Health & Safety, managing contracts with vendors and suppliers and will understand the commercial and corporate requirements of the business. This includes being an active ambassador for collaboration and people management company wide.

Key accountabilities

Act as the conduit for information to and from the project team, providing weekly progress reports, tracking key milestones and deadlines to allow the GFM to provide clear concise updates to the stakeholders. Identifying any potential risks and develop strategies to mitigate them and escalating issues with proposed solutions.

Monitor the project budget spread sheet and provide regular updates to the GFM on costs for the purpose of reporting to stakeholders.

Manage the contractors on site including checking RAMS and monitoring safe working practices.

Manage the delivery schedule to ensure we abide by the City of London travel plans.

Act as the key interface for internal stakeholders, manage the planned and reactive maintenance schedules to ensure safe and efficient workplaces

Understand and manage the lease obligations including travel planning, waste management, building maintenance and security.

Manage all Health & Safety requirements for the building including Fire, Legionella and general Health & Safety statutory compliance.

Work in partnership with the Compliance team to ensure all internal and external regulatory standards, process and controls under remit are met and ensure new staff are educated in the same

Act as the subject matter expert regarding facilities contracts and as an internal consultant for departments and MGAs as required.

Review and interrogate performance data and KPI's for existing contracts and identify and resolve any current or potential issues.

Champion Green Team activities, ensuring staff understand the company goals and adhere to Green Team objectives

Develop and maintain effective relationships with internal, external and supplier stakeholders, enabling positive customer and business outcomes across organisational

Develop and manage a delivery booking system to ensure the lease obligations in relation to traffic management is maintained.

Have a full and clear understanding of the supplier contracts and deliverables, including budgets, KPI's, SLA's and compliance. Ensure the suppliers are clear on expectations and deliver accordingly. Highlight any breached KPI's to the GFM with evidence and data.

Manage the Front of House contract to ensure the Banking Hall reception and guest services are providing an exceptional welcome to all guests and visitors, whilst maintaining the security and safety of all occupants.

Understand the Front of House administration policies and procedures and develop a full suite of Standard Operating procedures to build resilience and continuity.

Manage the maintenance contract and any direct service partners relating to office services. Monitor maintenance schedules and maintain relevant service records for the purpose of evidencing HSE compliance.

Ensure regular review meetings are held with the main suppliers to encourage a partnership approach to services with the goal of providing best-in-class office service across all aspects of Facilities.Skills & experience

Previous experience in Building Management, Project Management and full facilities services.

Significant technical FM experience with an understanding of M&E contracted services and compliance requirements.

Aware of the trends in the marketplace and seeks to deepen knowledge of industry issues and drivers

Proven track record in managing business contracts and understand how to negotiate and improve existing contracts

Person Specification

Adaptable and able to work with ambiguity i.e. without robust structures in place.

Strong team player, flexible, supportive and willing to help across all departments.

Ability to work under pressure and resilient.

Excellent written and verbal communication skills

Takes initiative to resolve issues and present solutions