Facilities Manager

Facilities Manager

Our Client is a world leader product and design consultancy operating globally from a campus of studios, laboratories and workshops in Warwick. They focus on building long‑term relationships with large corporations in four market sectors: 'Medical and Scientific', 'Commercial and Industrial', 'Consumer' and 'Transport'.

The successful applicant will provide a professional and comprehensive facilities management service to our client's business, reporting directly to the Board of Directors.

• Act as primary key holder for the premises based in Warwick (will require availability for out‑of‑hours attendance on site in the event of a specified intruder/fire alarm being raised).
• Source and purchase, as approved by Directors, furniture and other fittings and fixtures in line with brand values and guidelines.
• Prepare detailed, itemised annual budgets, monthly updates on tasks and quarterly updates on budgets; monitor and control spending within the approved budget and report to the Board. Report at monthly Board meetings.
• Implement and maintain a preferred suppliers list, ensuring all contractors have the correct insurance and an appropriate health and safety policy. Induct all contractors on the first day of work and review contractor procedures.
• Source quotations from preferred contractors, architects, designers, service providers and suppliers, negotiate to achieve the best mix of value and quality, and commission works once costs and specifications are approved by the Board.
• Ensure contractors provide method statements and risk assessments; liaise with the Health and Safety Manager to confirm adequacy before building works commence.
• Manage all facilities‑related projects, ranging from minor refurbishments and repainting to major building programmes, from commission to signed‑off completion. Liaise closely with external contractors, architects, designers, service providers and suppliers to minimise disruption to the business, including supervising work out of hours and at weekends.
• Monitor and audit building wear and tear and propose new building projects/ refurbishments/ repairs. Conduct regular audits and record issues on a log.
• Keep a schedule of day‑to‑day building maintenance work and manage work accordingly.
• Pro‑actively manage the Facilities Assistant, ensuring an up‑to‑date schedule of daily/weekly/monthly tasks and prioritise, communicate and control ad‑hoc tasks for the team as needed, planning and balancing the team's time while considering project and client needs.
• Review and manage service and maintenance contracts (gas boiler, instant water boilers, intruder alarm, air conditioning, etc.) to ensure all servicing is completed in a timely manner, that all relevant documentation is obtained and any actions completed.
• Be the primary contact for all internal queries, reported faults and suggestions from staff, adding such suggestions to the log.
• Be familiar with the content of the leases for rented premises and liaise with relevant landlords regarding maintenance and lease arrangements beyond existing break points; implement a schedule of lease requirements for the lease periods.
• Support the Board in locating and arranging contracts for alternative or additional short‑ or long‑term accommodation, as and when required.
• Be familiar with the physical arrangements relating to utility supplies at all premises, including electrical, gas, water and drainage; annually review contracts with the relevant utility providers to balance service quality and value.
• Be aware of identified asbestos‑containing materials and annually review and report as appropriate.
• Contribute to building and facilities‑related internal risk assessments carried out by the Health and Safety Manager.
• Liaise with the IT team on all building and facilities projects that may impact existing and future IT infrastructure requirements.
• Liaise with the Health and Safety Manager regarding building and facilities‑related issues and complete relevant actions as highlighted.
• Carry out or contribute to ad‑hoc buildings and facilities‑related tasks as and when required.
• Manage and review the asset tracking…