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Overall Purpose of the Role:
The Facilities Management Specialist is responsible for ensuring that office operations run efficiently, safely, and in compliance with all relevant regulations. The role demands a technically competent, proactive leader with strong supplier and stakeholder management experience, and a data-driven mindset. This individual will oversee all aspects of workplace management including contract and supply chain oversight, statutory compliance, technical and hard services, and contribute to an exceptional employee experience.
Key Responsibilities:
Facilities Operations & Compliance:
- Ensure full compliance with statutory inspections, UK Health & Safety legislation, fire safety regulations, and industry good practice.
- Proactively identify, manage and mitigate risks in line with compliance and business continuity standards.
- Maintain robust and regularly-reviewed documentation for all facilities management operations.
Contract and Supply Chain Management:
- Lead supplier and contractor relationships to deliver cost-effective and high-quality services.
- Monitor and manage supplier performance through KPIs and SLAs.
- Lead tender processes, negotiate contracts, and ensure terms meet business requirements.
Hard Services & Technical Oversight:
- Apply strong technical knowledge to oversee maintenance of mechanical & electrical systems, security systems, AV equipment, and other building infrastructure.
- Lead proactive planned maintenance schedules to reduce downtime and ensure business continuity.
Project Management:
- Lead facilities-related projects including office refurbishments, relocations, and upgrades, ensuring they are delivered on time and within budget.
- Demonstrate agility and ownership across the full project life cycle, from concept to execution.
Data & Automation:
- Use Excel and other tools to track, analyze and report on key metrics including performance, cost, and service delivery.
- Explore and implement opportunities for automation to streamline operations and improve efficiency.
Employee Experience & Service Delivery:
- Ensure facilities services are responsive, visible, and add value to the employee experience.
- Champion workplace improvements that enhance comfort, productivity, and satisfaction.
- Ensure that Helpdesk services are user-friendly, monitored, and continuously improved.
Stakeholder & Team Collaboration:
- Build strong relationships with internal departments (HR, IT, Security) and external entities (landlords, managing agents, tenants).
- Collaborate with cross-functional teams to ensure seamless service delivery and space optimization.
Skills & Experience:
- Proven experience in facilities/workplace management within a corporate environment.
- Demonstrated ability to manage both soft and hard services, with strong technical and compliance acumen.
- Expertise in contract management and negotiation with third-party vendors.
- Strong Excel/data analysis skills; experience with reporting and performance tracking.
- Advantageous to have experience implementing automation tools or systems.
- Excellent problem-solving, communication, and influencing skills.
- Self-motivated, proactive, and confident working beyond the desk in a dynamic workplace setting.
- Awareness of modern employee workplace needs and a passion for continuous improvement.
Qualifications:
- Relevant Health & Safety qualifications (e.g., NEBOSH).
- Degree or equivalent experience in Facilities/Workplace Management or Engineering.
- Membership in a recognised FM body (e.g., IWFM or BIFM) is preferred.
- Ability to speak French is desirable but not essential.
