Facilities Manager

My client, a leading London Law Firm are looking to hire a Facilities Manager to join their growing team.

Key responsibilities

• Build and maintain strong relationships across the office with legal and professional staff.
• Ensure achievement of operations financial objectives by preparing annual budget for the departments within the manager’s responsibility (planning expenditures, analysing variances and carrying out necessary corrections that may arise).
• Coordination with Global Controller and Director of Operations - EME.
• Responsible for developing and implementing office policies/practices by setting up procedures and standards to guide the operations of the office.
• Partner with local or global HR as necessary.
• Manage relationships with vendors, service providers, landlord and building managers. Manage contract and price negotiations in partnership with internal procurement team as well as facilities and building projects with office vendors and service providers to ensure high quality delivery of services.
• Lead real estate planning and office construction projects, including refurbishments and space reconfigurations, ensuring alignment with firm standards, timelines, and budget requirements.
• Coordinate with architects, contractors, landlords, and internal stakeholders to manage project delivery, resolve issues, and ensure minimal disruption to office operations.
• Address, handle and report any issues to the appropriate internal or external stakeholders and ensure services are completed timely.
• Ensure compliance with local and international standards to promote security and staff health and safety.
• Ensure that all health and safety policies, office security procedures, contingency planning, emergency response, crisis and disaster recovery practices are up to date and relevant personnel is duly trained.
• Organise and supervise internal and external firm events in coordination with the HR team, with particular care in the planning of important client meetings, liaising with Operations teams to coordinate event support at the highest standards. Supervise budgeted expenses.
• Collaborate with relevant stakeholders (Partnership, Firm Leadership including the Chiefs and Director of Operations - EME, Managers, Building Management) for the purpose of implementing and maintaining building facilities and operational support to the attorneys’ and Firm’s satisfaction.
• Manage assignments and projects; assess priority and distribute in a timely manner.
• Develop and promote sustainable best practices consistent with industry certification to reduce, reuse and recycle resources to eliminate waste, control costs and enhance the well-being of personnel.
• Coordination with Global Director of Strategic initiatives.
• Quality and timely communication with all relevant stakeholders in respect of any relevant event in the managers’ departments.
• Regular coordination and collaboration with functional managers in other departments, locally and globally, and the operations committee partner.
• Perform other duties as assigned.

People Management

• Ensure compliance with local regulations and procedures.
• Ensure appropriate supervision of the Facilities, reception and office support teams.
• Act as point of contact for the team members for any work-related queries, concerns and/or issues.
• Participate in recruitment processes for new hires.
• Manage absences including sickness and holiday and ensure cover arrangements are in place.
• Run regular team meetings including agenda preparation.
• Participation in global and regional meetings of the Firm.

Team Development

• Ongoing review and delivery of feedback to direct reports.
• Manage year-end and mid-year review, if applicable, and remuneration processes for team members, including, where applicable, collection of feedback from legal and professional staff and running appraisal meetings.
• Ensure proper induction, training and smooth integration of new team members.
• Participate actively in the development of operations resources and ensure appropriate actions are taken to that effect (delegations by supervisors and managers, accountability and soft skills training).
• Identify and manage performance related issues.

Please apply today for immediate consideration!