Facilities Manager

Overview

Working under the direction of the Head of Facilities and in conjunction with the Facilities Technical Compliance Manager, you will be responsible for the delivery of all services for the London office that fall under the Facilities Management remit. These include but are not limited to:
Budget and financial management (including utilities), business continuity, car fleet management, cleaning services, contract management and tendering, environmental and sustainability initiatives (including SECR, ESOS and Net Zero), fire prevention, front of house (including catering), health and safety, insurance, national helpdesk, minor works, M&E (including building and fabric maintenance), office services, post and couriers, project management, procurement, records management, recycling and waste, security (including systems), statutory compliance, team management.

This role is key to ensuring the smooth operation of all facilities managed services to fully support the fee‑earning functions of the business.

• Day‑to‑day management of the London‑based facilities team, external suppliers, and contractors, including front of house, on‑site catering, cleaning, maintenance, security, pest control, post and courier services, stationery, live displays and general office based services.
• Ensure Facilities information and news items are kept up to date on the SharePoint intranet system, including all group communications to London staff members.
• Ensure that all London‑based positions are adequately covered and that all leave requests and timesheets are correctly processed in accordance with the company’s requirements.
• Ensure all staff are adequately trained to perform their duties and organise training where applicable.
• Conduct performance and development reviews with the relevant team members.

• Ensure the required daily, weekly, and monthly office checks are accurately completed to identify any operational, maintenance or cleanliness/aesthetic and H&S issues.
• Manage the relationship between Saffery LLP and the respective landlords/managing agents for the London office, attending meetings as required.
• Manage the relationship with other occupiers of 71 QVS, ensuring effective communication for all planned and reactive works.
• Manage the Saffery helpdesk system and requests raised by staff, ensuring work orders are issued as appropriate and measuring performance against defined internal and external response levels.
• Consult with the Technical Compliance Manager to arrange for the cost‑effective repair, replacement or installation of plant and equipment when required.
• Oversee all London‑based services to ensure meticulous presentation and maintenance of the London premises, liaising with contractors and relevant building/property managing agents to resolve issues in a timely manner.

• Lead and manage the day‑to‑day activities of the front‑of‑house team, working with the wider Facilities team closely to maintain the highest standards for our client meeting rooms and associated areas.
• Ensure that the detailed FOH daily checks are completed with actions recorded.
• Manage the onsite catering and hospitality team, ensuring that the highest standards of service are delivered at all times.
• Manage the relationship with front‑of‑house and catering specialist providers and our catering supplier, attending and chairing meetings as required.
• Constantly strive to improve the FOH and catering services offered to our clients and partners.

• The Facilities team currently consists of eight people, headed by the Head of Facilities.
• This role will report to the Head of Facilities.
• This role will have several direct reports, all based out of the main London office.
• This role will form part of the rota that supports a 24‑hour on‑call standby for any emergency, including security breakdown or major plant failure, which may involve attending the office out‑of‑hours depending on the nature of the situation.
• Work closely with all the Facilities Technical and Project Managers, and the regional office managers.

• Ensure compliance with all standards relating to the Health and…