Facilities Manager

Overview

The Facilities Manager is primarily responsible for the day-to-day running of the Cheltenham Facilities office and team as well as linked contractors and suppliers. Working in alignment with the regional Facilities Managers and supporting the Head of Facilities, who is based in London, with a wide range of projects.

Responsibilities

• Facilities Helpdesk Management: Manage the Cheltenham Facilities Helpdesk, ensuring efficient handling of queries related to heating, reactive works, access requests, administration, and general building maintenance. Maintain a communication line to the Cheltenham Head of Office. Plan and organise daily FM helpdesk operations, including liaising with external contractors. Take the lead on service delivery, coordinating and communicating with the wider Facilities team and Cheltenham office. Implement and manage Helpdesk procedures, such as permit-to-work processes, to prioritise reactive and planned activities. Collate and present monthly Facilities Helpdesk reports.
• Facilities Operations & Support: Support the Head of Facilities, Director of ICS with Cheltenham and firmwide projects, day-to-day tasks, and innovative ideas aligned with the Firm's values. Assist with the management of FM services, including Helpdesk, General Office, Archives, Reception and Facilities Assistant. Ensure the Facilities team is prepared for meeting room setups and planned activities for the week ahead. Supervise weekend and out-of-hours works and office moves. Provide cover for the FM team during lunch breaks and periods of absence. Attend ICS/Facilities team meetings and provide updates.
• Budget & Financial Management: Monitor and manage Cheltenham OPEX and CAPEX budgets, including completing the annual budget. Assist with budget preparation and maintain related logs. Review and approve invoices for payment.
• Contract & Vendor Management: Manage the Cheltenham aspects of the M&E contract, ensuring KPI compliance, adherence to the planned preventative maintenance schedule, and logging issues with appropriate SLAs. Oversee the Cheltenham Cleaning contract, ensuring regular meetings with the account manager, monitoring KPIs, and scheduling periodic cleaning programs. Manage the stationery contract, reviewing orders, scheduling monthly meetings, reviewing reports, and approving invoices. Engage with the Building landlord when required.
• Compliance & Best Practices: Ensure compliance with legislation and best practices in FM areas, particularly M&E and building functions, and maintain related records and systems. Contribute to ISO 14001 standards and the Environmental Management System (EMS), supporting the firm's sustainability goals through effective facilities management practices. Manage the Security Access System, ensuring GDPR and information security compliance. Oversee the security system access database, conducting regular audits.
• Team Management & Development: Conduct regular one-to-one catch-up meetings with the team to support performance. Maintain up-to-date records of holiday/absence and arrange necessary cover for the FM team.
• Data & Documentation: Ensure document management systems (HighQ and iManage) are updated and accessible. Maintain and update spreadsheets related to energy, waste, post, meeting room bookings, Helpdesk job logs, and other key data. Ensure Cheltenham intranet pages are regularly updated.
• Event & Project Support: Liaise with the Marketing Events team and DE&I regarding Cheltenham events and facilities requirements. Work closely with the wider Facilities teams on projects when required. Arrange and participate in early morning evacuation drills with H&S and Facilities teams, ensuring compliance and readiness.

Qualifications and Experience

• Proven experience within a Facilities Helpdesk (or similar) environment
• Prior administrative experience in Facilities, ideally gained within a professional environment
• A working knowledge of Microsoft packages

Person Specification

• Highly motivated individual who will be able to use own initiative
• Excellent organisation skills
• Excellent customer service skills
• Organised and Methodical
• Good communication skills both oral and written, with the confidence to liaise with personnel at all levels of the Firm and with external contacts
• Flexible, positive, can-do attitude
• Pro-active team player
• Good time management
• Ability to work under pressure and prioritise conflicting requirements effectively
• Professionally presented
• Good problem-solving skills
• High degree of accuracy/attention to detail

Competencies

• Accuracy/Attention to detail
• Working together
• Problem Solving
• Integrity and respect
• Inclusive
• Personal impact and growth

Hybrid working - We adopt a hybrid and flexible working approach, dependent on the requirements of the role and subject to manager approval.

For a detailed specification please download the job description in the documents section of this page.

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