Facilities and Administration Manager

2 weeks ago

London, United Kingdom Adecco Full time

**Facilities and Administration Manager Piccadilly circus 75k Permanent** **Purpose of the Role**:
The role of the facilities and administration manager is to assure the effective functioning of a facility to provide an efficient and safe working environment for employees and their activities by using best business practices to manage resources, services,and processes to meet the needs of the company.

**Responsibilities**:

- Develop and implement a facility management program including preventative maintenance and life-cycle requirements
- Conduct and document regular facilities inspections
- Ensure compliance with health and safety standards and codes
- Plan and manage facility central services such as reception, security, cleaning, catering, waste disposal and parking
- Supervise maintenance and repair of facilities and equipment
- Oversee facility refurbishment and renovations
- Allocate and manage facility space for maximum efficiency
- Coordinate intra-office moves
- Implement best practice processes to increase efficiency
- Obtain quotes and tenders from vendors and suppliers
- Calculate and compare costs for goods and services to maximize cost-effectiveness
- Negotiate contracts to optimize delivery and cost saving
- Coordinate and monitor activities of contract suppliers
- Manage contractor and vendor relationships
- Manage and review service contracts to ensure facility management need are met
- Ensure delivery schedules, quantity and quality criteria are met
- Check completed work by contractors and vendors
- Plan and monitor appropriate facility management staffing levels
- Ensure efficient utilization of facility maintenance staff
- Performance manage, develop and train staff
- Prepare and track facility budget
- Monitor expenses and payments
- Generate and present regular reports and reviews of facility-related budgets, finances, contracts, expenditures and purchases
- Develop and implement cost reduction initiatives
- Advise on and monitor energy efficiency
- Oversee environmental health and safety
- Assure security of the facility
- Respond to facility and equipment alarms and system failures
- Provide prompt response to requests and issues from facility occupants
- Ensuring hygiene and maintenance standards for all facilities
- Responsible for organising and planning of parties, functions, dinners, and other events as required.

**PERSON SPECIFICATION**:

- Facilities management background or relevant qualification
- Working knowledge of principles and practices of project management
- Working knowledge of principles and practices of business administration
- Working knowledge of human resource management principles and practices
- Working knowledge of procurement and contracts
- Sound knowledge of health, safety and environmental regulations
- Experience in maintenance and all facets of facility operation
- Supervisory experience
- Solid computer and systems knowledge

**OTHER PERSONAL QUALITIES AND ATTRIBUTES**:

- Communication skills
- Planning and organizational skills
- Negotiation skills
- Problem analysis
- Decision-making
- Customer service orientation
- Adaptability
- Honesty and Integrity
- Flexible team player
- Sensitive to needs for confidentiality and data protection
- Patience and good listening skills

**INTERFACES / INTERDEPENDENCIES**:

- Internal - Occupants are Family Members and visiting family members, Building Manager, onsite staff, office staff
- External - Family guests and visitors, approved contractors, suppliers and service providers, government agencies and audit personnel, landlord, other tenants, property management companies, others

Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

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