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Facilities Management Specialist

2 months ago

Windsor, Windsor and Maidenhead, United Kingdom InterSystems Full time

We are seeking an experienced Facilities Manager to join our team at InterSystems. The successful candidate will be responsible for managing a small UK team and supporting our EMEA offices.

The role reports to the Director of Facilities and involves a broad range of responsibilities, including:

Key Responsibilities
  • Office Management
    • Liaise with agencies to search for office premises and undertake site visits to shortlist options.
    • Negotiate head of terms and leases with in-house and local lawyers.
    • Liaise with architects to design floor plans.
    • Organize and coordinate complete office fit-outs.
    • Coordinate building work and assist employees with internal moves.
  • General Facilities Management
    • Build and maintain good working relationships with external contractors and vendors of equipment and supplies.
    • Negotiate and review maintenance and utilities contracts for the UK office.
    • Ensure the PPM schedule for owned buildings is adhered to.
    • Manage the UK FM team.
    • Maintain on-site company apartments.
    • Coordinate company mobile phones.
    • Ensure security standards are maintained and adhered to by employees.
    • Manage the flow of communication within the UK offices and ensure the smooth running of routine facilities duties.
    • Prepare high-level and complex reports and presentations.
    • Assist the Director of Facilities with the development and management of the departmental budget.
    • Remain current on EU Health and Safety regulations concerning facilities and safety.
    • Ad hoc project work as required.
  • Health and Safety & Compliance
    • Review the Health and Safety policy against changes in legislation.
    • Ensure risk assessments are completed on an ongoing basis with relevant changes made.
    • Ensure compliance with our ISOs and Global Environmental Goals.
    • Sit on the Business Continuity Committee and ensure the company has resiliency to emergencies.
    • Provide suitable Health and Safety advice to managers and employees, determine training needs, and correct poor practices.
    • Issue work permits from contractors for dangerous work.
    • Ensure correct notices are displayed in all offices.
    • Ensure the office has trained fire wardens and first aiders.

Requirements

  • Excellent execution and follow-up skills, with the ability to work under pressure and to tight deadlines.
  • IOSH/NEBOSH qualifications are beneficial.
  • Highly developed organizational skills, with the ability to work effectively in a team environment.
  • 5+ years of experience in facilities management, including lease negotiations and heads of terms.
  • In-depth, demonstrable knowledge of hard service management, including asset maintenance and PPM scheduling.
  • Strong analytical and report-writing skills.
  • Excellent communication skills.
  • Flexibility to work evenings and weekends when required, with time given back in lieu.
  • Advanced level Microsoft Office skills – Word, Excel, and PowerPoint, Outlook.