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Head of Facilities
4 months ago
We are BDB Pitmans, recognised for our market-leading expertise in infrastructure. We also specialise in real estate, energy, technology, transport as well as corporate and commercial matters, private wealth, employment, and public and charity law.
With offices in London, Cambridge, Reading and Southampton, we have a team of over 420 experts dedicated to making a clear and positive difference, with the legal precision we are known for.
At BDB Pitmans, we care about helping shape what’s important to people and society. Working constructively with our colleagues and clients and by explaining things clearly in a friendly and approachable way.
ED&I
At BDB Pitmans, our commitment to equity, diversity, and inclusion sits at the heart of who we are as a firm as we are passionate about ensuring we create a work environment where everyone feels safe, respected, and fully supported to be themselves. Our ED&I work, though, goes beyond how we work with our colleagues. Our firm values – we act with respect, we work in partnership, and we find solutions – are deeply embedded in ED&I principles, and heavily inform how we approach client relationships, as well as external partnerships.
The team
The Facilities Department support the smooth running of the office and includes our Front of House, General Office and Records Management teams.
The opportunity
The Head of Facilites is responsible for the firm’s office estate from a maintenance and workplace suitability viewpoint and to help create and then deliver an agreed premises strategy in line with the firm’s overall strategy.
To manage the day-to-day operational outsourced facilities service in line with firm needs and the contract in place.
To own and deliver the firm’s environmental strategy, including accreditations, in conjunction with key stakeholders throughout the business.
KEY RESPONSIBILITIES
Property Management
- Ensure a safe and secure workplace environment is always maintained within the office estate.
- Ensure compliance with all relevant legislation and maintain up-to-date knowledge of all imminent policy changes pertinent to the firm’s operations.
- Work with landlords/building management to ensure the rent, service chargers and utility costs are reviewed as needed.
- Regularly review the business rate status for each location to ensure the firm is only paying what is necessary.
- Work with the Chief Operating Officer and other key stakeholders to create, deliver and regularly review a premises strategy in line with the firm’s overall and regional strategies.
- Where appropriate, ensure firm controlled costs for utilities, building maintenance etc. are controlled in a cost effective and appropriate way to minimise unnecessary spend and over complexity.
Operational Services
- Create and monitor the Facilities budget.
- Review and approve invoices related to the facilities services on a regular basis to ensure services are continued as normal.
- Take ownership of the Facilities outsourced service day-to-day operational delivery to ensure the services delivered, and the processes which support this, are fit-for-purpose and are being delivered at the appropriate level.
- Manage, review, and record all contracts related to the facilities services required to maintain firm operations.
- Engage with users and key stakeholders on a regular basis to ensure the services delivered by the Facilities department are fit-for-purpose.
- Monitor industry trends and services on a regular basis and make recommendations for improvements and additions.
- Plan and direct the development of management systems designed to minimise the impact of the firm on the environment.
- Ownership of the implementation and regular reviewing of environmental policies and practices.
- Monitoring and tracking environmental projects, producing reports and disclosures on progress, as well as having oversight for sustainability reporting obligations.
- Ensure compliance with environmental legislation where needed.
- Collate, assess, and analyse environmental performance data and report information to all relevant parties.
- Devise strategies to meet agreed environmental targets and encourage best practice across the firm.
- Manage environmental strategy budget.
- Produce informational resources for firm users.
- Liaise with regulatory and accreditation bodies where appropriate.
- Respond to internal and external client queries and pitches.
- Act as a champion for environmental issues within the firm.
Health and Safety
- Complete and update office RAMs to be uploaded onto intranet and placed on noticeboards
- Review new H&S legislation, ensuring that offices remain compliant
- Preparation and completion annual ISO 45001
- Distribution of new starter online training including DSE assessments and H&S courses
- Management of office H&S checks including equipment
- Co-ordination of office evacuation plans
General
- Produce a monthly report as agreed with the Chief Operating Officer which shows the usage of the facilities services and highlights any issues with recommended resolutions.
- Ensure business continuity plans are in place and maintained for the delivery of all facilities services.
This role would be suited to an experienced Facilities Manager with the ability to lead and manage a team across a multi-site business whose skills would include:
- Ability to develop and maintain stakeholder/supplier relationships.
- Experience in project management.
- Possess a strong knowledge of Health & Safety regulations/legislation.
- Experience in taking a leading role in various facilities projects.
- Good communication and influencing skills.
- Demonstrate commercial awareness.
- The ability to handle a complex and varied workload.
