Facilities Management Supervisor

3 weeks ago

Oxford, Oxfordshire, United Kingdom Lucy Group Full time

Job Summary

We are seeking a highly motivated and experienced Facilities Management Supervisor to join our team at Lucy Group. The successful candidate will be responsible for managing the facilities and procurement activities of our HQ and Cranham House in accordance with business and relevant legal requirements.

About the Role

The Facilities Management Supervisor will be responsible for:

  • Managing and overseeing all works of contractors, staff, and other parties to ensure the quality of delivery, that the works are within the agreed scope and value for money, and that relevant contracts are in place to meet agreed deadlines.
  • Preparing an annual business plan and budget for the facilities portfolio and undertaking regular project reviews to ensure accountability for the budget as well as progress of the works and projects.
  • Procuring defined goods and services for the portfolio.
  • Managing refurbishments, relocations, or renovations as they arise in the portfolio and being available for advice to other business units on similar projects.
  • Championing and driving through the implementation of the group purchasing policy across the core group functions.
  • Supervising multi-disciplinary teams of staff, including cleaning/maintenance and ensuring the highest standard of front of house and building housekeeping is maintained throughout the HQ building.
  • Leading commercial tender and review processes, negotiating financial terms/service levels and appointment of all facilities contracts.
  • Lifecycle planning of assets and facilities asset management - creating a framework for how to operate, maintain, renew, and retire high-value assets.
  • Undertaking regular site inspections as agreed with management, monitoring the state of repair, completing inspection reports, and actioning any necessary works on approval of management.
  • Ensuring that all contractors and staff follow agreed protocols/procedures relating to works being carried out and approvals sought as directed.
  • Developing and promoting good working relationships with all office staff and other key stakeholders.
  • Using performance management techniques to monitor and demonstrate achievement of agreed service levels/conduct and lead to improvement.
  • Identifying deficiencies of work/service and reporting to management.
  • Implementing improvements to service delivered by contractors, staff, and other parties.
  • Preparing documents for tender for contractors and calculating and comparing costs for required goods or services to achieve maximum value for money.
  • Directing, coordinating, and planning essential services such as reception, security, maintenance, mail, stationery, car parking, EV charging, health & safety, archiving, cleaning, catering, telephones, waste disposal, and recycling.
  • Responding appropriately to emergencies or urgent issues as they arise and dealing with the consequences.
  • Ensuring full compliance with all current and impending Health and Safety legislation, including the full implementation of annual Health and Safety Risk Assessment Reports and Fire Risk Assessments.

Requirements

  • Must have had management responsibility for multi-site building and facilities management of commercial buildings in previous roles, including asset management and procurement.
  • IOSH/NEBOSH qualified with knowledge of Health and Safety legislation as applied to managed commercial property.
  • Previous experience in facilities management and supplier selection, qualification, evaluation, contract, and price negotiations.
  • Good working knowledge of Microsoft Office/Excel, Teams, and Word.
  • Technical understanding of how a building works from a M&E point of view.
  • Previous experience of managing contractors and staff.
  • A training qualification from IWFM.
  • Prince2 or Agile qualifications in project management.

Personal Attributes

  • Excellent organisational and people management skills, time management, ability to prioritise and organise own workload and able to work to deadlines.
  • Collaborative team worker who has an ability to work under matrix management principles.

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