Manager, Facilities and Property Management

JOB SUMMARY:

Responsible for all Facilities and Property related requirements across all floors ensuring a best-in-class environment for employees and visitors. The role will include management of the Facilities, Catering, Office Services, and Reception teams. Supervises their daily activity, related personnel and ensures operating needs are met.  

ESSENTIAL FUNCTIONS:

• Oversee all in-house and outsourced services in the office, setting all SLA's and KPI's.
• Ensuring office-wide compliance with relevant Health & Safety Legislation, directives, codes of practise and regulations, including:

1. Compliance of the number of fire marshals, first aiders and DSE assessors. Arranging training where required for these roles as well as handling given to new joiners.
2. Performing the role of fire marshal and acting as a fire co-ordinator during evacuations.
3. Ensuring all health and safety records are accurate and up to date.

• Overseeing all leasing matters and leading, together with OAD, interactions with landlord.
• Ensuring all contractors and suppliers provide a cost effective and high-quality service, in accordance with their contractual terms and undertaking tender processes where appropriate.
• Contributing to environmental initiatives, within building and acting as a liaison, with OAD, at firm level.
• Partner with senior stakeholders to enhance real estate investment decisions and workplace efficiencies
• Forecasts financial and budget requirements for the department and carries out cost analysis and review.
• Monitors time, attendance, overtime, and expense reports to ensure accuracy and compliance with firm policies.
• Ensures current knowledge of firm policies and practices for continued professional development of employees.
• Oversees department projects, day-to-day operations and long-range plans.
• Ensures accurate and timely responses to requests for departmental services.
• Engages in strategic (i.e. long/short-term) planning by developing departmental goals and supporting objectives for assigned department(s).
• Participates in the interviewing, selection and training process for the department.
• Effectively utilizes the Firm's performance management process to communicate performance expectations, monitor performance, coach employees, and manage unsatisfactory performance.
• Oversees employees' work performance and provides guidance in the resolution of problems.
• Recommends guidelines and practices to promote efficiency, effectiveness, excellent customer service and improved employee relations, in alignment with the Firm's Core Values.
• Demonstrates effective interpersonal, written and verbal communication skills to facilitate effective work relationships with others.
• Manages Firm resources responsibly.
• Performs other related duties as assigned.
• Complies with and understands Firm operation, policies and procedures.

ESSENTIAL KNOWLEDGE, SKILLS, ABILITIES AND OTHER JOB-RELATED COMPETENCIES:

• Knowledge of Facility Management field and procedures
• Current knowledge of industry best practices, trends and techniques.
• Administers Firm's computer aided facility management program and building management system.  Trains and assists others with system use and operation.  Ensures best practices are maintained to keep data and system accurate at all times. Troubleshoots issues in a timely manner with both internal and external resources as required.
• Experience reading and interpreting architectural and engineering drawings. 
• Knowledge of health and safety at work requirements and to have an understanding of building services is essential.
• Knowledge of relevant firm computer software programs (e.g., Outlook, Excel, PowerPoint), with the ability to learn new software (e.g.FM Interact, Simmtronic, Niagara & EBI Honeywell, Somfy, Smart Spaces, AutoCAD, Cylon & Lightscape client etc.) and operating systems.
• Ability to carry out physical duties.
• Knowledge and implementation of the annual budget process.
• Demonstrates effective interpersonal and communication skills, both verbally and in writing.
• Demonstrates close attention to detail.
• Excellent analytical, troubleshooting, organizational, and planning skills.
• Demonstrated experience with leading and supervising others.
• Ability to administer Firm policies and procedures.
• Ability to handle multiple projects and shifting priorities.
• Ability to handle sensitive matters and maintain confidentiality.
• Ability to organize and prioritize work and delegate effectively.
• Ability to work well in a demanding and fast-paced environment.
• Ability to work well independently as well as effectively within a team.
• Ability to use discretion and exercise independent and sound judgment.
• Flexibility to adjust hours and work the hours necessary to meet operating and business needs.

EDUCATION AND EXPERIENCE

• Bachelor's Degree or equivalent.
• Minimum of five years’ experience working in a corporate environment or similar environment.
• Health & Safety qualification/experience essential (ISOH or NEBOSH).
• Fire Marshall training completed within the last 3 years
• First aid training completed within the last 3 years DSE Assessor training within the last 2 years