Facilities Supervisor

FACILITIES SUPERVISOR

Our client (an Investment Management Firm within the City of London) are looking to for a Facilities Supervisor to join the team.

The Facilities Supervisor will assist with all office facilities management tasks and act as the deputy to the Facilities Manager when they are unavailable.

KEY RESPONSIBILITIES

Administrative Duties:

• Ensure all facilities-related administration, filing, and spreadsheets are consistently updated.
• Manage and respond to staff facilities helpdesk requests, addressing issues related to furniture, equipment, air conditioning, cleaning, and health and safety, including coordination with the buildings Service Centre for building-related concerns.
• Process new starter and leaver details promptly, coordinating with relevant departments as needed.
• Maintain and update Access Control and locker spreadsheets, archiving pass cancellation emails.
• Collaborate with the Facilities Manager to approve facilities invoices, and assist in monitoring and preparing the budget for the upcoming year.
• Compile the monthly facilities credit card statement, attaching receipts and invoices.
• Monitor and actively work to reduce the amount of archiving stored at Iron Mountain.

Office Management:

• Perform daily morning checks, including walking through the office space and meeting rooms in line with the Daily Facilities Checklist, addressing any issues in the Facilities Manager's absence.
• Resolve minor facilities concerns and escalate to the Facilities Manager as needed.
• Assist in planning and managing office moves, refurbishments, and updating floor plans as required.
• Participate in various projects alongside the Facilities Manager.
• Oversee office support contracts, including those related to the landlord, cleaning, and recycling.
• Set up meeting rooms for seminars and events, including moving and arranging furniture as directed by the Marketing Department and reception.
• Replenish refreshments and stationery supplies, manage stock orders for office consumables, and ensure the availability of housekeeping supplies.
• Work independently to cover the Facilities Manager during their absence.
• Perform portering duties as required.
• Arrange couriers and book taxis when necessary.
• Promptly address equipment faults by coordinating with the relevant suppliers, including those for coffee and tea point equipment.
• Conduct regular checks throughout the day in office spaces and kitchen areas, replenishing stock as needed and coordinating with the office day cleaner.
• Manage the printing service, coordinating with staff and the buildings Service Centre to ensure timely distribution of print requests.
• Support the Facilities Manager in office churn, refurbishments, and other ad-hoc projects.
• Assist the Facilities Manager in managing office support contracts and liaising with landlords and contractors to ensure a high standard of service.
• Perform general office duties, including photocopying, printing, filing, and maintaining records.
• Handle all outgoing mail, ensuring the franking machine is credited and operational.

Premises Management:

• Coordinate with building management to ensure services are provided in accordance with leasehold agreements and service charge specifications.
• Communicate clearly and consistently with all relevant parties regarding building-related matters.
• Provide proactive service in addressing landlord-related issues.
• Ensure maintenance programs and detection systems are fully operational (including UPS).
• Act as a point of contact, along with the Facilities Manager, for any planned shutdowns, electrical inspections, or mains failures.
• Attend building management meetings in the absence of the Facilities Manager, providing feedback and updates.
• Ensure contractors submit risk assessments, insurance details, and complete Permits to Work in the Facilities Manager's absence.

Environmental Responsibilities:

• Assist the Facilities Manager in recording and maintaining environmental management data.
• Contribute to the development and maintenance of an environmental management system, including overseeing energy and waste management.
• Collaborate with the EMC Committee and attend its meetings.

Reception Coverage:

• Cover reception duties as needed, including:

• Handling calls from the buildings main reception.

• Greeting clients and addressing their concerns or questions.

• Ensuring the reception area and meeting rooms are safe, clean, and tidy.

Health and Safety:

• Possess basic health and safety knowledge, including fire safety, building evacuation, manual handling, and DSEs.
• Serve as a Fire Marshal and perform related duties as required.
• Act as a First Aider and fulfill associated responsibilities when needed.

REQUIRED COMPETENCIES

• Highly organized with strong attention to detail.
• Able to think quickly and provide logical advice.
• Adaptable and responsive to changing situations.
• Team player with a commitment to safe, professional, and budget-conscious work.

REQUIRED SKILLS

• Excellent communication skills, capable of effectively interacting with employees, contractors, third-party providers, and other stakeholders.
• Strong time management abilities, with the capacity to prioritize tasks and meet deadlines efficiently.