Facilities Manager London, England
Job description
Farrer & Co is synonymous with the highest quality legal advice and service.
We advise individuals, families, businesses, financial services, educational and not-for-profit organisations on every aspect of the law, wherever the need arises. From our offices in London we work with trusted professionals around the world to deliver a seamless international service.
Our clients present us with complex and varied challenges. Whether that's a complicated family trust issue, a multinational corporate transaction, or an emerging threat to their reputation, they need clear thinkers who can advise on the best solutions, fast thinkers when speed is of the essence and agile thinkers who can produce a fresh approach to get the job done. That's why they choose us.
Our clients value our in-depth knowledge, technical excellence and diversity of disciplines. But what really binds our long-standing relationships with them is our approach: pragmatic, plain speaking and always steadfast in our values, which we hold dear. Values which mean we gain our clients' trust, always strive to do the right thing, and aim for the best results for them.
Superb client service sits at the heart of everything we do. We are modern lawyers with timeless values.
Our offices create a unique and exciting opportunity for a Facilities Manager. We are based in the heart of Lincoln’s Inn Fields in prestigious and listed buildings. We have over 500 employees and four buildings with over 50,000 sq ft.This role will oversee the day-to-day operational running of our offices, ensuring we are adhering to the relevant regulations and are providing an optimal work environment for our people. The role will encompass a mix of duties from strategic planning on future projects and ensuring we are utilising our office space effectively, to the day-to-day operational aspect such as ensuring that we are compliant with Health and Safety regulations and that maintenance is completed to a high standard.
This role will be responsible for overseeing and managing all aspects of our estate including our sub-contracted providers who provide support with facilities (including reception, catering, print and general office services, security and cleaning).
- Managing relationships with our subcontractors and ensuring they are meeting legal requirements, completing daily duties, meeting our SLAs and providing an excellent level of service. On a quarterly basis and in conjunction with the Management Board member responsible for facilities, reviewing their performance. Regular meetings with the firm’s service providers.
- Internal stakeholder management, listening to employee concerns and seeking resolutions. Communicating with employees if there are planned disruptions to their work environment.
- Planning and executing office moves and overseeing floor plans using CAD. Considering and reviewing the space demands of hybrid working and making recommendations where necessary to support the operational working of the firm.
- Considering, at all times, the client experience and possible enhancements.
- Planning, coordinating, and managing projects.
- Proactively managing the day-to-day needs of the building and the business. Creating medium and long-term plans for ongoing maintenance. Ensuring the sub-contractors are completing the work required.
- Weekly floor walks to review the space, looking to minimise risks on floors for example fire hazards, electrical issues and to listen to concerns from employees.
- Overseeing ongoing maintenance of mechanical and electrical equipment as required. Dealing with any faults or issues in a timely manner.
- Attending and supporting the Business Continuity Committee. Assisting the Head of the BCP with disaster recovery plans, practice scenarios and emergency drills.
- Responsibility for managing compliance with legislation in relation to Health and Safety. Ensuring compliance with Health and Safety regulations such as Health and Safety Work Act 1974 and Management of Health and Safety at Work Regulations 1999. Membership of and contribution to the work of the Health and Safety Committee. Promoting health and safety best practice.
- Responsibility for managing compliance with legislation in relation to Fire Precautions and Building Regulations. Ensuring that the Firm’s annual compliance and regulatory obligations are met in this regard.
- Ensuring relevant risk assessments (general, fire and water) and completed and any necessary actions are completed.
- Overseeing the security subcontractors, ensuring day to day management, identifying and minimising risks and ensuring the firm’s physical security.
- Keeping abreast of all UK legislation and regulations (health and safety, fire and building regulations), notifying the Management Board of any changes and planning accordingly.
- Monitoring environmental performance and developing a strategy, in conjunction with external advisors, to ensure the firm’s sustainability goals are achieved.
- Monitoring progress of and seeking to develop our Planet Mark certification.
- Reviewing operational practices, processes and policies, creating best practice guides and reviewing annually.
- Preparing and managing the Facilities budget factoring in ongoing maintenance and future projects. Submitting the annual budget request to the Management Board. Continually reviewing costs and requests from subcontractors as and when they arise and against the approved budget for the year.
- At least 5 years’ experience in a similar role, ideally with experience working in listed buildings.
- Remain calm when under pressure.
- Organised, proactive and structured approach with the ability to multitask.
- Project management experience.
- Excellent negotiation and influencing skills.
- Ability to win trust and confidence of internal stakeholders.
- Strong project management and organisational skills.
- Proactive client service approach.
- Strong IT skills, with experience in CCTV and CAD.
- Keeping up to date with all relevant legislation.
- Motivation to promote best practice and efficiency with internal and external stakeholders.
- IOSH qualification required; Nebosh qualification desirable but not essential.
- Membership or Associate Membership of IWFM, IOSH, ILEX is desirable.
Farrer & Co conducts a pre-employment screening which consists of a Criminal History Background and Credit Check for successful candidates.
