Senior Facilities Specialist

2 weeks ago

Northampton, United Kingdom Ricoh Full time

What you will be doing

The role holder will be responsible for all Facilities operations involving a degree of risk and operations that fall within the Facilities remit including (but not limited to); fire provisions, water safety, lifts and lifting equipment (LOLER), waste management & cleaning, asbestos, high risk plant and equipment and to oversee the operational management of associated contractors. To document and record control systems to ensure that all Ricoh UK and Ireland sites are supported and compliant in line with legal, regulatory & Ricoh specific requirements.

To be responsible for the management of all Facilities Operations (including High Risk areas) to protect people & property through delivering consistent Pre-Planned Maintenance (PPM) programs to ensure legal requirements are met. Whilst also ensuring inspections and maintenance visits take place in timely manner before compliance documentation expires. Manage contractor operations and schedules to ensure all plant and equipment is maintained, services are implemented when required and ensure relevant documentation is re-viewed, retained and filed accordingly (Contractor Risk Assessments & Method Statements, Contractor Permits, Signing on/off site). To proactively collaborate with all parties within the Facilities & Property Department and related compliance functions, as well as external contacts, to maintain a fully operational document management system that controls all documentation across Facilities. Responsible for coordinating administrative support for all Facilities audits (internal and external) and to liaise with other departments to ensure full cooperation and attendance targets are met. (Ricoh Europe, BSI, SGS, ESG). Participate and/or conduct audits within the documents and records control systems designed to monitor internal compliance and look for continual improvement. To be responsible for other general Facilities support during busy periods in collaboration with the rest of the Facilities team to ensure the upkeep and presentation of the office space To effectively manage all inbound documentation to ensure the accuracy of its contents liaising with SME’s from around the business and/or contractors and suppliers where ambiguity exists ensuring all information is legible/credible in line with expectation while ensuring full compliance to legal & regulatory requirements.

You will ideally have

Experience of managing buildings with working knowledge of pre-planned maintenance schedules, Fire Provisions, Asbestos, Legionella Safety, Mechanical and Electrical (M&E), Heating, Ventilation, & Air-Conditioning (HVAC) systems and Waste Management. Experience of managing cleaning contractors. Experience in using Facilities Management software (CAFM, Topdesk, QFM or similar) or equivalent record keeping experience A distinct eye for detail and understanding of Facilities related documentation especially from contractors & suppliers (Quotes, Risk Assessments & Method Statements, Permits). Experience of taking part in audits and evidencing relevant documentation. Commercially astute with the ability to work autonomously and as part of a team Strong Interpersonal Skills, with a focus on internal & external customer service Ability to present factual data and information in a logical and easy to understand manner Logical and analytical thinking Strong communication skills, both verbal and in writing Ability to confidently handle sensitive and confidential information Commitment and flexibility to changing work priorities Intermediate level in all basic MS Office Packages A facilities related qualification (Institute of Workplace and Facilities Management (IWFM) A relevant Health & Safety related qualification (NEBOSH or IOSH) Proven process improvement experience – Six Sigma, Prince, APM

In return for your commitment, you can expect

We’re looking for individuals with values and causes, strengths and weaknesses, passions and ideas. Bring your unique energy, and we’ll match it with opportunities to create the future.

In return for your commitment, we can offer you:

working in line with role requirements An Excellent package with solid basic, strong bonus and company benefits including: A competitive holiday entitlement, two days special leave per annum for volunteering, additional holiday purchase schemeFlexible retirement planto support your physical, emotional and financial health including Employee Assistance Programme, financial protection, life cover and will writing, medical protection, gym, travel and retail discounts, and more.Company car / car allowance (role-specific), cycle to work scheme Opportunity to join a global company

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