Facilities Manager

Overview Working under the direction of the Head of Facilities and in conjunction with the Facilities Technical Compliance Manager, you will be responsible for the delivery of all services for the London office that fall under the Facilities Management remit. These include but are not limited to: Budget and financial management (including utilities), business continuity, car fleet management, cleaning services, contract management and tendering, environmental and sustainability initiatives (including SECR, ESOS and Net Zero), fire prevention, front of house (including catering), health and safety, insurance, national helpdesk, minor works, M&E (including building and fabric maintenance), office services, post and couriers, project management, procurement, records management, recycling and waste, security (including systems), statutory compliance, team management. This role is key to ensuring the smooth operation of all facilities managed services to fully support the fee‑earning functions of the business. Department Management Day‑to‑day management of the London‑based facilities team, external suppliers, and contractors, including front of house, on‑site catering, cleaning, maintenance, security, pest control, post and courier services, stationery, live displays and general office based services. Ensure Facilities information and news items are kept up to date on the SharePoint intranet system, including all group communications to London staff members. Ensure that all London‑based positions are adequately covered and that all leave requests and timesheets are correctly processed in accordance with the company’s requirements. Ensure all staff are adequately trained to perform their duties and organise training where applicable. Conduct performance and development reviews with the relevant team members. Premises Management Ensure the required daily, weekly, and monthly office checks are accurately completed to identify any operational, maintenance or cleanliness/aesthetic and H&S issues. Manage the relationship between Saffery LLP and the respective landlords/managing agents for the London office, attending meetings as required. Manage the relationship with other occupiers of 71 QVS, ensuring effective communication for all planned and reactive works. Manage the Saffery helpdesk system and requests raised by staff, ensuring work orders are issued as appropriate and measuring performance against defined internal and external response levels. Consult with the Technical Compliance Manager to arrange for the cost‑effective repair, replacement or installation of plant and equipment when required. Oversee all London‑based services to ensure meticulous presentation and maintenance of the London premises, liaising with contractors and relevant building/property managing agents to resolve issues in a timely manner. Front of House & Catering Lead and manage the day‑to‑day activities of the front‑of‑house team, working with the wider Facilities team closely to maintain the highest standards for our client meeting rooms and associated areas. Ensure that the detailed FOH daily checks are completed with actions recorded. Manage the onsite catering and hospitality team, ensuring that the highest standards of service are delivered at all times. Manage the relationship with front‑of‑house and catering specialist providers and our catering supplier, attending and chairing meetings as required. Constantly strive to improve the FOH and catering services offered to our clients and partners. The Team The Facilities team currently consists of eight people, headed by the Head of Facilities. This role will report to the Head of Facilities. This role will have several direct reports, all based out of the main London office. This role will form part of the rota that supports a 24‑hour on‑call standby for any emergency, including security breakdown or major plant failure, which may involve attending the office out‑of‑hours depending on the nature of the situation. Work closely with all the Facilities Technical and Project Managers, and the regional office managers. Health & Safety Ensure compliance with all standards relating to the Health and Safety at Work Act(s) and the management of health and safety regulations. Hold periodic Health and Safety review meetings with relevant London‑based staff. Manage the internal and managing agent permit‑to‑work system. Adhere to and maintain knowledge of all applicable legislation pertinent to the job, including health and safety at work. Ensure adequate fire marshals are appointed and trained and that instructions are clearly posted and understood. Ensure compliance with the fire certificate – fire drills, weekly alarm testing, staff awareness training sessions. Ensure fire evacuation chair training is completed with results recorded for auditing purposes. Ensure completion of site induction training of new staff with results recorded for auditing purposes. Ensure all certifications for the offices are current, e.g., PAT testing. Budget Management Ensure the completion of budget preparation for all aspects of Facilities Management for approval by the Senior Head of Facilities Manager. Monitor actual expenditure against the approved budgets. Prepare variance analysis and forecasts on an ongoing basis. Prepare budgets for specific projects and recommend cost‑saving initiatives. Monitor the team to ensure all recharges are completed to agreed timescales. Ensure all general financial administrative duties such as raising purchase orders, purchasing, processing invoices are completed to agreed timescales. Maintain an accurate invoice and budget tracker for all services under the responsibilities of the facilities team. Moves / Project Management Plan, organise and implement all office changes, re‑configurations and ad‑hoc projects in conjunction with the Head of Facilities, other Facilities senior management and the Project team. Ensure effective communication to building management, occupiers, and where applicable, the landlord of 71 QVS. Manage the managing agents permit‑to‑work system ensuring compliance by Saffery. Ensure the Building Management team are updated with all projects and periodic works. Manage delivery for all minor projects related to internal churn, space management, energy and waste management and M&E/infrastructure works. The Office This role will be based in our London office where attendance will be required four days per week with one day working from home, including potential for ad‑hoc travel to other regional offices. Start and finish times are currently set as 9‑5 Monday to Friday. Amendments to this can be discussed as long as the core hours per day are maintained. Premises Security Ensure the day‑to‑day management of the Saffery security system including new starters and leavers passes and swipe report requests are completed, and that all information held on the Saffery security system is accurate, up to date and compliant with current GDPR legislation. Ensure that all information held regarding the landlord’s security system is accurate, up to date, and compliant with current GDPR legislation. Supervise and advise on all matters concerning the overall security of the organisation and the London premises. Ensure any regulatory FCA requirements are complied with. General Observe the company’s policies on data protection, whistle‑blowing, money laundering, dawn raid, health and safety, fire safety management, business ethics/code of conduct and customer service standards. Work in accordance with the requirements set out in department procedures. Act at all times with professional integrity. From time to time, the role may be exposed to sensitive information, and the job holder must ensure the confidentiality of this information whether concerning members of staff or company business. Treat internal customers fairly and act in their best interests by offering a transparent, efficient, and professional service. You Experienced Facilities practitioner with relevant qualifications. Likely to have a relevant degree or equivalent and may be a part‑qualified or qualified professional within the discipline or have extensive equivalent experience. Significant and current experience within a professional services environment required. Experience of supervising and managing a team, providing technical guidance, and ensuring compliance with internal policies and procedures. Experience within the area of works to manage relevant situations without supervision and provide advice and guidance to others. Experience of interpreting policy and developing procedures/systems. Ability to analyse and interpret complex information/data and understand the impact on their discipline and wider firm. Able to establish and maintain strong and credible working relationships, influence others and motivate a team. Excellent verbal and written communication skills; including communicating with technical and non‑technical clients, partners and staff at all organisational levels. High levels of commitment and ability to act when necessary. Team‑focused mentality, understanding that the Department must work collaboratively to drive success. Strong presentation skills and ability to be persuasive. Able to use judgement/experience to tackle issues and knowledge of when to seek advice on more complex problems. Strong analytical skills, based on systems and models relevant to the field of work. Able to build partnerships and work collaboratively with others to meet shared objectives. Provide direction, delegating, and removing obstacles to get work done effectively and efficiently. Maintain the position of manager ensuring the needs of the business are met. Willingness to work on occasion out of hours to provide supervision of planned and minor works. Be on call as part of an out of hours rota system and respond to any emergencies as required. The Organisation Saffery LLP is an adviser to individuals and businesses across a range of sectors, providing market‑leading accountancy, audit, business advisory, tax and VAT services. Founded in 1855 by Joseph John Saffery, it is currently the 15th largest accountancy firm by UK fee income. We pride ourselves on an informal and inclusive culture, building an environment where people can be themselves and enjoy challenging, interesting, rewarding careers. We are a proud member of Nexia, a leading global network of independent accounting and consulting firms. Seniority level Mid‑Senior level Employment type Full‑time Job function Management and Manufacturing Industries Accounting #J-18808-Ljbffr