Facilities Manager

Job Title:

Facilities Manager

Division:
Beazley Shared Services - Commercial Management

Reports To:

As per Beazley's organisation chart

Key Relationships:
All staff, internal and external clients, outsourced providers

Job Summary:

A multi-disciplinary, strategic role covering a range of activities which together provide a safe and efficient working environment for all staff. The role leads cross-functional initiatives and fosters collaboration across departments to align goals; supports strategic space planning, building and supplier maintenance and management, Business Continuity planning, Health & Safety (H&S) management, as well as day-to-day facilities. Leadership position with oversight of a team of office administrators and team leaders across North America.

• Team Leadership and Development:
  Participate in hiring process, onboard, train, inspire, and lead a high‑performing Office Administrator team across North America, equipping and empowering them to maintain operational and safety standards, and to provide top‑tier service to all stakeholders.
• Foster a culture of curiosity and continuous improvement. Conduct appraisals and enhance team capabilities to deliver consistently exceptional results.
• Office Management:
  Oversee Office Administrators and Team Leaders as they manage office supplies and inventory, support event logistics, manage security access, and provide administrative and operational support across functions.
• Change Management: guide teams through organisational transitions by fostering clear communication, building trust, and addressing concerns proactively, aligning personnel with new strategic directions while maintaining morale, engagement, and productivity throughout the change process.

• Space Management:
  Monitor and optimise office operations. Plan and execute moves, renovations, and space improvement initiatives.
• Security:
  Oversee access badge distribution, manage internal and external visitor access, partner with the property security office as needed.
• Landlord and Vendor Relationships:
  Manage relationships and contracts with landlords and providers. Maintain directory of vendors and resources.
• Maintenance Oversight:
  Coordinate repairs, preventative maintenance, and vendor services.
• Procurement:
  Partner with Head of Sourcing to secure optimal pricing from vendors.
• Internal Communications:
  Compose and distribute staff memos and newsletters.
• Health & Safety Compliance:
  Ensure adherence to federal and local safety and inclusion regulations, conduct inspections, and manage emergency preparedness, including the implementation of required Workplace Violence Prevention programme in California; oversee global rollout of WVPP.
• Budget Management:
  Track facilities‑related expenses and contribute to budget planning.
• Lunch Program Management:
  Oversee vendor contracts and relationships, manage employee participant lists, troubleshoot issues, review invoices for approval.
• Employee
  
  Experience:
  
  Support a comfortable, functional, and engaging workplace environment.

• Make recommendations for office fit‑outs and moves and manage build‑out projects.
• Assist the Head of Facilities with the research, planning, and coordination of office fit‑outs and moves for company locations, ensuring appropriate timescales and involvement of key stakeholders; and prepare approval documentation and budgets for these projects.
• Engage and manage external suppliers as appropriate.

• Maintain a compliant work environment, ensure policies and risk assessments are reviewed and updated as appropriate, and policy documents are uploaded to SharePoint in a timely manner.
• Build relationships with office maintenance and cleaning providers, providing direction where appropriate.
• Invoice management in conjunction with the Head of Facilities.
• Build relationships with Heads of Office to address local facilities and safety issues as they arise.
• Ability to be in‑office 3 days a week.

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