Facilities/Office Manager - UK Based

Job title: Facilities Manager, Permanent
Reporting to: People Director
Location: London, EC2R

Primary responsibilities
As the Facilities Manager you will be expected to contribute to all aspects of the day-to-day operations. This Facilities Manager roll is varied and hands on working closely with all Pirum employees, People Team, Marketing Team and Executives. You will also work closely with the People Team and Marketing Team to ensure the smooth running an event from conception to completion for both employee and client events. Duties will include carrying out event pre-planning activities communicating and ensuring deadlines and budgets are met to achieve memorable and successful events.

Key Responsibilities
Facilities
• Be first point of contact for all employees/clients/visitors and
• Manage all facilities queries, office equipment (TV, coffee machine etc), access and security of the office.
• Maintain the supply and purchasing of office essentials.
• Manage and ensure the upkeep and compliance of equipment and supplies to meet health and safety requirements.
• Maintain relationships with third party suppliers & contractors (utilities, couriers, maintenance, deliveries, and storage).
• Plan and coordinate all facilities installation and refurbishment.
• Conduct office induction for all new hires.
• Prepare office for all clients/visitors to ensure a welcoming environment and great first impression (ensuring lobby area is presentable, drinks are offered, TV on, fridge stocked, meeting rooms prepared before meetings etc).
• Administer the booking system for office meeting rooms.
• Respond to emergency calls for maintenance and repairs promptly.
• Recommend upgrades and modifications for improving overall facilities management.
• Develop and implement facility management policies and procedures.
• Conduct regular inspections and maintenance of systems and facilities.
• Own office administrative duties (documenting, filing, file conversions, printing, binding).
• Assist with employee communications and recognition schemes.
• Assist with the planning and managing the process of office moves.
• Assist the NY office with various tasks (shipping of IT equipment and office supplies).
• Cover for the Executive Assistant as and when required with diary management, travel and any other administrative tasks as required.

Internal Employee Events
• Create a comprehensive events calendar for employee activities, including timelines, budget and resource allocation.
• Oversee set up, execution employee events (in person or virtually) in London and assist the NY team ensuring everything runs smoothly on the day.
• Conduct risk assessments and develop contingency plans to address any potential event challenges
• Source, negotiate, and coordinate with suppliers and venues
• Ensure costs of any event is managed and delivered within the agreed budget.
• Manage logistics with vendors or suppliers in a professional manner
• Responsible for the successful running of an event
• Support the People Team with DEI initiatives within the company including communications and initiatives to promote diversity and inclusion.

External Events
• Manage Pirum client events in London and assisting the New York team's client events in NAM, as well as client/marketing events in other locations.
• Source and book event venues, which are both good value for money and also align with the Pirum brand and values, and liaising with their teams, to ensure the venue is correctly set up (food, drinks, AV, pull-up banners, etc.) on the day of the event.
• Source, and liaise with, catering companies to ensure the event has the correct amount of relevant offering of food, drinks, etc.
• Create event themes and ensuring the venue and all collateral (print and digital) reflect the correct messaging, end-to-end across the event lifespan: from the first Save The Date invites to the post-event feedback forms.
• Work with People, Business Development, Product, Customer Success, the ExCo and other teams to ensure invite lists are up to date and accurate
• Assist the Marketing team in creating and sending out event invites with Hubspot (training will be given), and creating RSVP forms to track attendees.
• Assist the Marketing team in Pirum's attendance of industry events in the UK, NAM, EMEA, and APAC, including creating event briefing docs for the attending team, registering participants, liaising with event organisers in reference to sponsorships, booking hotels and travel, etc., and supporting the event team end to end: from setting the event objectives, through the event itself, and to the post-event briefing which tracks event performance and ROI.
• Assist the Marketing team in sourcing relevant merchandise and giveaways, and ensuring they are promoted and offered neatly and professionally at the event.

Competencies
• Excellent organisational and time management skills.
• Ability to work on your own initiative.
• Capacity to prioritise tasks and work under pressure.
• Excellent IT skills, especially use of Excel, Word & PowerPoint.
• Ability to liaise well with others.
• Strong oral and written communication skills.
• Attention to detail.
• Flexibility and adaptability to changing workloads and tasks.
• Problem solving skills.
• Trustworthy, keeping sensitive information confidential

About us

Established in 2000, Pirum is a dynamic Fintech that provides a comprehensive set of SaaS based automation solutions facilitating pre-/post-trade processing, regulatory reporting and collateral management for the global securities finance industry. Pirum’s client base includes most of the top-tier financial institutions worldwide and the business is as recognised for its innovative solutions as it is for providing best-in-class customer service.

Headquartered in London, and with offices also in New York, Pirum is currently co-owned by two PE firms – Bowmark Capital (since 2019) and Hg Capital (since 2021/22). Under Bowmark’s and Hg’s ownership, Pirum has pursued an ambitious agenda of organic growth, with the investors’ financial services technology credentials and international footprints enabling Pirum to continue its global expansion and investment in additional innovations.

Pirum offers the opportunity to work inside a growing, collaborative and entrepreneurial company. Our skilled professionals act with integrity and deliver to the highest standards. We operate as a meritocracy where good work is recognised and rewarded, and a healthy work-life balance is supported. We are committed to sustainability initiatives and the promotion and pursuit of a diversity and inclusion.

Equal Opportunities Statement

Pirum is an Equal Opportunities employer. We see diversity as integral to our success as a company and are committed to providing an inclusive, mutually respectful workplace that is free of discrimination and harassment.

We believe in recognising our people based on merit and ability alone and do not discriminate, or tolerate discrimination, whether on the basis of race (including colour, nationality, ethnic or national origins), sex, sexual orientation, age, disability, gender reassignment, marriage and civil partnership status, pregnancy/maternity, religion or belief.

We uphold this policy in all aspects of employment, including recruitment, promotion, transfer, training, benefits and compensation.

Candidate Privacy Notice

We are committed to protecting the privacy and security of your personal information. Please read our Candidate Privacy Notice (available on our website) before applying for any role with us. There, we explain how and why we collect your personal data, including how it is processed and shared as part of our recruitment process.

Agencies

To protect the interests of all parties, Pirum will not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to Pirum, including unsolicited resumes sent to a Pirum mailing address, fax machine or email address, or directly to Pirum employees, will be considered Pirum property. Pirum will not pay a fee for any placement resulting from the receipt of an unsolicited resume.

*Employee Referral Program terms and conditions apply