Key Responsibilities
Facilities Operations & Maintenance
* Manage and deliver all aspects of day-to-day facilities operations, ensuring optimal building performance across mechanical, electrical, plumbing, and HVAC systems.
* Oversee and operate Building Management Systems (BMS) to monitor performance, respond to alarms, and ensure system efficiency.
* Conduct regular inspections to identify defects or maintenance issues and complete or arrange prompt corrective actions.
* Deliver both Planned Preventive Maintenance (PPM) and Reactive Maintenance tasks within agreed timelines and service standards.
* Use and manage a Computerised Maintenance Management System (CMMS) or ticketing system (e.g., ServiceNow) to log, track, and resolve maintenance requests.
* Perform or coordinate minor repairs, installations, and adjustments (e.g., lighting, fixtures, furniture, and equipment).
* Support internal office moves, space reconfigurations, and small refurbishment projects.
Contractor & Vendor Management
* Support the Head of Facilities Management with the selection, onboarding, and performance management of contractors and suppliers.
* Source and evaluate quotes and tenders, submit recommendations, and ensure best value for money.
* Manage on-site contractors, ensuring all works comply with health, safety, and quality standards.
* Lead pre-start meetings, coordinate progress reviews, and complete post-work inspections.
* Ensure full compliance with Construction Design and Management (CDM) Regulations for applicable projects.
Health, Safety & Compliance
* Ensure full compliance with all UK statutory property and workplace safety regulations, including:
* Fire safety (detection systems, extinguishers, emergency lighting)
* Water hygiene and Legionella management
* Electrical testing and certification (PAT/EICR)
* Mechanical systems servicing (HVAC, gas, and ventilation)
* Conduct and record periodic Health & Safety inspections and risk assessments in partnership with the Global Protection Services Team.
* Maintain and update safety documentation, method statements, and compliance certificates.
* Promote a culture of proactive safety awareness and compliance across all locations.
Financial & Budget Control
* Assist in the preparation and management of facilities budgets, providing accurate cost data and forecasts.
* Process and reconcile invoices accurately and promptly.
* Monitor expenditure and identify opportunities for cost reduction and operational efficiencies.
* Deliver all maintenance and project works on time and within budget, reporting any variances promptly to the Head of Facilities Management.
Project Delivery
* Develop project briefs, scopes of work, and timing plans for minor works, refurbishments, and lifecycle replacement projects.
* Coordinate with internal teams and external consultants to ensure timely, compliant, and high-quality outcomes.
* Undertake site inspections, manage defect lists, and ensure smooth project handover.
* Work collaboratively with the Service Delivery team to minimise business disruption during works.
Multi-Site Support
* Provide remote and on-site support for all UK offices, ensuring consistent maintenance standards and compliance across the portfolio.
* Conduct periodic site visits to review building conditions, identify improvements, and implement best practices.
Essential
Skills, Knowledge & Experience
* Proven experience in facilities management or building maintenance, ideally within a multi-site, commercial office, or corporate environment.
* Strong working knowledge of Building Management Systems (BMS) and building services infrastructure, including:
* HVAC systems (air handling units, chillers, split systems)
* Plumbing and water systems
* Electrical systems and lighting controls
* General building fabric and finishes
* Experience using ticketing systems or helpdesk platforms (e.g., ServiceNow, Planon, Concept, or similar).
* Proficiency with CMMS platforms for managing planned and reactive maintenance.
* Strong understanding of Health & Safety standards (IOSH or NEBOSH qualification preferred).
* Excellent written and verbal communication skills with proven stakeholder management experience.
* Strong vendor and contractor management capability.
* Solid organizational, planning, and problem-solving skills.
* Competent IT user (Microsoft Office, Excel, Word, Outlook).
* Full, clean UK driving licence (required for multi-site travel).
* Desirable:
* Professional membership or qualification in Facilities Management (IWFM, RICS, or IMechE).
* Trade certification (electrical, plumbing, HVAC, or mechanical).
* Knowledge of sustainability initiatives and energy efficiency management.
* Experience managing small capital or refurbishment projects.
Personal Attributes
* Hands-on, technically confident, and solutions-focused.
* Strong attention to detail with a commitment to maintaining high standards.
* Proactive and self-motivated, capable of working independently and managing multiple priorities.
* Approachable, professional, and customer-focused.
* Calm under pressure with strong analytical and decision-making skills.
Reporting Line
* Reports to: Head of Facilities Management (UK)
* Works closely with: Service Delivery, Health & Safety, Security, Workplace Experience, and Procurement Teams
Location & Travel
* Primary location: Bishopsgate, London
* Occasional travel to other UK office sites as required.