Facilities Manager

at  Lucy Group

Job Advert
Internal Job Title: Facilities Manager
Business: Lucy Group
Location: Oxford, Site-based Role
Contract: Permanent
Job Reference No: 3662

KEY ACCOUNTABILITIES:

• Plan, manage and oversee all works of all contractors, staff, and other parties to ensure the quality of delivery, that the works are within the agreed scope and value for money, and that relevant contracts are in place to meet agreed deadlines
• Ability to prepare an annual business plan and budget for the facilities portfolio and to undertake regular project reviews to ensure accountability for the budget as well as progress of the works and projects
• H&S Inductions and workspace assessments
• Responsible for procuring defined goods and services for the portfolio
• Managing refurbishments relocation’s or renovations as they arise in the portfolio and being available for advice to other business units on similar projects
• Will champion and drive through the implementation of the group purchasing policy across the core group functions
• Supervise multi-disciplinary teams of staff, including cleaning/maintenance and ensure the highest standard of front of house and building housekeeping is maintained throughout the HQ building
• Leading commercial tender and review processes, negotiating financial terms/service levels and appointment of all facilities contracts.
• Identifying new components and obsolescence with the suppliers
• Managing contract reviews and terminating arrangements
• Lifecycle planning of assets and facilities asset management - create a framework for how to operate, maintain, renew, and retire high-value assets
• Undertake regular site inspection as agreed with management, monitor the state of repair, complete inspection reports, and action any necessary works on approval of management
• Ensure that all contractors and staff follow agreed protocols/ procedures relating to works being carried out and approvals sought as directed
• Dealing with all queries expediently and professionally including arranging and attending periodic staff meetings, actioning subsequent minutes and works
• Develop and promote good working relationships with all office staff and other key stakeholders
• Use performance management techniques to monitor and demonstrate achievement of agreed service levels/ conduct and lead to improvement
• Identify deficiencies of work/service and report to management
• Implement improvements to service delivered by contractors, staff, and other parties
• Manage and lead change to ensure minimum disruption to core activities
• Prepare documents for tender for contractors and calculate and compare costs for required goods or services to achieve maximum value for money
• Direct, coordinate and plan essential services such as reception, security, maintenance, mail, stationery, car parking, EV charging, health & safety, archiving, cleaning, catering, telephones, waste disposal, and recycling
• Compiling weekly updates to the Group Head of Health, Safety and Sustainability
• Respond appropriately to emergencies or urgent issues as they arise and deal with the consequences
• Ensure full compliance with all current and impending Health and Safety legislation, including the full implementation of annual Health and Safety Risk Assessment Reports and Fire Risk Assessments.
• The facilities support and front of house team also perform reception and defined office-based administration activities. These activities will be managed by the Executive Assistant to the Executive Director & Company Secretary on a matrix management basis with this role.

To manage the facilities and procurement activities of the Lucy Group HQ and Cranham House in accordance with business and relevant legal requirements.