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!
