Facilities Manager

The role

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 (inc utilities), business continuity, car fleet managementadmin, cleaning services, contract management and tendering, environmental and sustainability initiatives (inc SECR, ESOS and Net Zero), fire prevention, front of house (inc catering), health and safety, insurance, national helpdesk, minor works, M&E (iInc building and fabric maintenance), office services, post and couriers, project management, procurement, records management, recycling and waste, security (inc 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.

Department Management

• DayDay to day management of the London based facilities team, external suppliers, and contractors, including (nNot limited to) 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 comms to London staff members.

Ensure that all London basedLondon-based positions are adequately covered and that all leave requests and time sheets 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.

To conduct performance and development reviews with the relevant team members.

Premises Management

• To ensure the required daily, weekly, and monthly office checks sheets are all accurately completed to identify any operational, maintenance or cleanliness / aesthetic and H&S issues.
• To manage the relationship between Saffery LLP and the respective landlords/managing agents for the London office attending meetings as required.
• To manage the relationship with other occupiers of 71 QVS, ensuring effective communication is in place for all planned and reactive works, attending meetings as required.
• To manage the Saffery helpdesk system and requests raised by staff, ensuring work orders are issued as appropriate, measuring performance against defined internal and external response levels.

The team

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

Health & Safety

• Ensuring compliance with all standards relating to Health and Safety at Work Act(s) and the management of health and safety regulations. To hold periodic Health and Safety review meetings with relevant London based staff.
• To manage the internal and managing agent permit to work system.
• Adhere to, and maintain knowledge of, all applicable legislation pertinent to the job including health and safety at work.
• Ensure adequate fire marshals are appointed and trained and that instructions are clearly posted and understood.

Ensure compliance with the fire certificate - fire drills, weekly alarm testing, staff awareness training sessions.

Ensure Fire evac chair training is completed with results recorded for auditing purposes.

Ensure completion of site Induction training of new staff with results recorded for auditing purposes.

Ensure all certifications for the offices are current, e.g., PAT testing.

Budget Management

To ensure the completion of budget preparation for all aspects of Facilities Management for approval by the Senior Head of Facilities Manager.

• Monitor actual expenditure against the approved budgets. Prepare variance analysis and forecasts on an ongoing basis.
• Prepare budgets for specific projects and recommend cost saving initiatives.
• Monitor the team to ensure all recharges are completed to agreed timescales.
• Ensure all general financial administrative duties such as raising of purchase orders, purchasing, processing, and processing invoices are completed to agreed timescales.
• Ensure that an accurate invoice and budget tracker is maintained for all services that fall under the responsibility of the facilities team.
  
  

Moves / Project Management

• To plan, organise and implement all office changes, re-configurations and ad-hoc projects in conjunction with the Head of Facilities, and other Facilities senior management and the Project team.
• To ensure effective communication to building management, occupiers, and where applicable, the landlord of 71 QVS.
• Management of Managing agents permit to work system ensuring compliance by Saffery.
• Ensuring Building Management team are updated with all projects and periodical works.
• Management of delivery for all minor projects related to internal churn, space management, energy and waste management and M&E / infrastructure works.
  
  

The office

• This role will be based in our London office where attendance will be required four days per week with one day working from home, including potential for ad-hoc travel to other regional offices.
• Start and finish times are currently set as 9-5 Monday to Friday. Amendments to this can be discussed as long as the core hours per day are maintained
  
  

Premises Security

• To ensure that the day-to-day management of the Saffery security system including new starters and leavers passes and swipe report requests are completed, and that all information held on the Saffery security system is accurate, up to date and compliant with current GDPR legislation.

High levels of commitment and ability to act when necessary.

Team-focused mentality, understanding that the Department must work collaboratively to drive success.

Strong presentation skills and ability to be persuasive.

Able to use judgement / experience to tackle issues and knowledge of when to seek advice on more complex problems.

Strong analytical skills, based on systems and models relevant to the field of work.

Able to build partnerships and work collaboratively with others to meet shared objectives.

Provide direction, delegating, and removing obstacles to get work done effectively and efficiently.

Maintain the position of manager ensuring the needs of the business are met.

Willingness to work on occasion out of hours to provide supervision of planned and minor works.

To be on call as part of an out of hours Rota system and to respond to any emergencies as required.

The organisation

Saffery LLP is an adviser to individuals and businesses across a range of sectors, providing market-leading accountancy, audit, business advisory, tax, and VAT services. Founded in 1855 by Joseph John Saffery, it is currently the 15th largest accountancy firm by UK fee income.

We pride ourselves on our informal and inclusive culture, building an environment where people can be themselves and enjoy challenging, interesting, rewarding careers.

When you wor

k with Saffery, the well-respected accountancy firm where heritage meets ambition, you work with people who know your name. Who know you as a human being, not just a job title. Everyone belongs here. Always.

Saffery is a proud member of Nexia, a leading, global network of independent accounting and consulting firms.