Facilities Supervisor

Facilities Supervisor
ROLE PURPOSE
A Facilities Supervisor is required to provide Facilities Management support services in the Southeast of England. Your prime location will be Langley; however, you will be required to travel to other offices in the Southeast of England as and when required. The Facilities Supervisor will be expected to ensure that a first-class service is provided to stakeholders based at and visiting these sites. This is expected to be a busy and exciting role and would suit an enthusiastic and dynamic individual with previous experience of working in a similar role in a Corporate Environment.
ACCOUNTABILITIES This is a multi-functional hands-on role, and the Facilities Supervisor will be expected to ensure that all soft facilities services are delivered in accordance with the departments procedures and to an exceptional level at the site including but not limited to: -
-Responsibility for the provision of office/facilities services at Langley to agreed service levels including the line management of the in-house FM team.
-The Facilities Supervisor is to ensure that all areas are always maintained to exceptional standards managing contractors and staff accordingly to ensure disruption during working hours is minimised.
-Ensure compliance with the relevant company policies and procedures at all times.
-Manage all suppliers/contractors including reactive maintenance contractors and service contractors etc to ensure compliance with H&S regulations and agreed KPIs.
-Liaise with landlord/managing agent where appropriate.
-Ensure desk allocations are kept up to date for each office and carry out desk utilisation surveys if requested by the Property Team
-Ensure the offices remain legally compliant at all times and maintain statutory records.
-Ensure the Health & Safety file for the building is accurately maintained.
-Manage the FM budget for the site.
-Provide information/reports as required by the Senior FM, Property Team and/or line manager.
-Provide additional FM support at other Southeast offices if required by the Senior FM or FM Manager
-Act as emergency contact for the site and business continuity champion
-Responsible for the Front of house duties:
-Visitor management, including ensuring that the site rules have been read and understood.
-Switchboard duties, including answering and transferring calls and ensuring that the system is kept up to date.
-Assisting staff and visitors with meeting room bookings
-Issuing ID badges and vehicle permit for permanent staff and ensuring that all lists and systems are maintained up to date.
-Ensuring that incoming and outgoing mail is dealt with efficiently.
-Ensuring that handovers are managed effectively.
-Ensuring that the Southeast of England SharePoint pages, visitor, and staff information sheets are updated.
-Ensuring that department procedures are followed and updated as required.
-Ensuring that the meeting room suites and kitchens across the site are well stocked and maintained in an excellent condition including reporting all defects to the wider team and making recommendations for improvement to the Facilities Manager.
-Acting as the site point of contact for cleaning issues and bringing any concerns to the attention of the Facilities Manager and cleaning contractor.
-Proactively identifying cleaning or other maintenance requirements and raising to the wider Facilities Management Team at the sites.
-Providing admin support as necessary including ensuring that the Facility Management team in boxes and maintenance workflow and tickets are actioned, assisting the Facilities Manager with My Compliance work items, ensuring requisitions are raised and receipted, ensuring that stationery/tea/coffee/milk/consumables etc are ordered as required.
-Working with the Facilities Manager and Senior Facilities Manager to ensure that the Southeast of England facilities services are aligned with the wider company offices. The role will also involve implementing and managing a rota/shift pattern for the team and managing holiday cover to reduce the requirement for temporary staff.
PERSONAL QUALITIES AND EXPERIENCE
Essential
-The ability to proactively contribute to teamwork and cross functional working
-Management/Supervisory Experience
-IT literate with a good working knowledge of the Microsoft suite of programmes
-Exceptional customer services skills
-Must be confident in dealing with people at all levels
-Experience in the provision of Front of House services at a Corporate Level
-Excellent verbal/written communication skills
-Excellent organisational skills
-Switchboard Experience
-Overseeing Mail Handling
-Good understanding and knowledge of Facilities Management
Minimum of 2 years experience in a corporate environment
Punctual
Desirable
-IWFM
-Fire Warden Qualification
- First Aid qualification
- Experience of emergency co-ordination
- Manual Handling Training

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