Facilities Manager

A very established company in Oxford are looking for a Facilities Manager to oversee the running of the Head Office Building from a facilities perspective, looking after a small team of staff and working closely with the Group Health and Safety Manager and Directors.

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You need to be a highly motivated individual with a proactive approach to the role, and you must have proven experience in facilities management in a relevant environment, a working knowledge of health and safety matters, and demonstrable experience of managing a busy and varied workload. Excellent customer service and communications skills are also essential.

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You need to have proven experience in facilities and asset management in a relevant commercial environment, a working knowledge of health and safety matters, and demonstrable experience of procurement of goods and services in a HQ environment and be IOSH/NEBOSH qualified.

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Key Accountabilities:

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Plan, manage and oversee all works of all contractors, staff, and other parties to ensure the quality of delivery, that the works are within the agreed scope and value for money, and that relevant contracts are in place to meet agreed deadlines

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Ability to prepare an annual business plan and budget for the facilities portfolio and to undertake regular project reviews to ensure accountability for the budget as well as progress of the works and projects

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H&S Inductions and workspace assessments

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Responsible for procuring defined goods and services for the portfolio

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Managing refurbishments relocation's or renovations as they arise in the portfolio and being available for advice to other business units on similar projects

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Will champion and drive through the implementation of the group purchasing policy across the core group functions

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Supervise multi-disciplinary teams of staff, including cleaning/maintenance and ensure the highest standard of front of house and building housekeeping is maintained throughout the HQ building

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Leading commercial tender and review processes, negotiating financial terms/service levels and appointment of all facilities contracts.

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Identifying new components and obsolescence with the suppliers

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Managing contract reviews and terminating arrangements

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Lifecycle planning of assets and facilities asset management - create a framework for how to operate, maintain, renew, and retire high-value assets

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Undertake regular site inspection as agreed with management, monitor the state of repair, complete inspection reports, and action any necessary works on approval of management

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Ensure that all contractors and staff follow agreed protocols/ procedures relating to works being carried out and approvals sought as directed

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Dealing with all queries expediently and professionally including arranging and attending periodic staff meetings, actioning subsequent minutes and works

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Develop and promote good working relationships with all office staff and other key stakeholders

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Use performance management techniques to monitor and demonstrate achievement of agreed service levels/ conduct and lead to improvement

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Identify deficiencies of work/service and report to management

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Implement improvements to service delivered by contractors, staff, and other parties

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Manage and lead change to ensure minimum disruption to core activities

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Prepare documents for tender for contractors and calculate and compare costs for required goods or services to achieve maximum value for money

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Direct, coordinate and plan essential services such as reception, security, maintenance, mail, stationery, car parking, EV charging, health & safety, archiving, cleaning, catering, telephones, waste disposal, and recycling

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Compiling weekly updates to the Group Head of Health, Safety and Sustainability

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Respond appropriately to emergencies or urgent issues as they arise and deal with the consequences

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Ensure full compliance with all current and impending Health and Safety legislation, including the full implementation of annual Health and Safety Risk Assessment Reports and Fire Risk Assessments.

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The facilities support and front of house team also perform reception and defined office-based administration activities. These activities will be managed by the Executive Assistant to the Executive Director & Company Secretary on a matrix management basis with this role.

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Qualifications, Experience & Skills:

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You must have had management responsibility for multi-site building and facilities management of commercial buildings in previous roles, including asset management and procurement

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IOSH/NEBOSH qualified with knowledge of Health and Safety legislation as applied to managed commercial property.

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Previous experience in facilities management and supplier selection, qualification, evaluation, contract and price negotiations

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Good working knowledge of Microsoft Office/Excel, Teams and Word

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Technical understanding of how a building works from a M&E point of view

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Previous experience of managing contractors and staff

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Desirable:

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A training qualification from IWFM

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Membership of CIPS or a willingness to work towards and obtain a minimum of level 5 Advanced Diploma in Procurement and Supply certification

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Prince2 or Agile qualifications in project management

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Working in Oxford with parking and an onsite Gym, 8am - 4pm Monday to Friday.

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competitive salary of £40k, 25 Days holidays, Private Medical Insurance and Pension.

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