Office Services and Facilities Manager

Fox Williams offers a unique opportunity to advance your career in a personable, progressive and entrepreneurial environment.  Our people and culture are important to us and central to everything we do. We continually strive to create and maintain a friendly and supportive environment for our staff.   You will quickly get to know everyone from the Senior Partner to the most junior staff.  Whilst we are recognised for our strong culture and investing in our people, we are equally well known for our high profile matters, quality of our work and solving our clients’ most complex legal issues. 

The Office Services department is responsible for the delivery of the Firm's hard and soft facilities services, client reception and back-office reprographics / post room support targeted to achieve a consistent, professional, cost-effective and efficient service, in a way that supports and promotes the continued commercial success of the firm.

The Office Services and Facilities Manager is responsible for managing, monitoring and measuring the services provided by outsourced suppliers / vendors and internal resource in line with agreed service level agreements and firm policy.

• Proactively manage The Facilities, Office Services and Client Services departments to ensure they meet the requirements of the business
• Coordinate repairs and maintenance within budget, lease and environmental guidelines
• Coordinate office fit outs and room moves
• Manage, monitor and measure the services provided by the multiple suppliers/vendors and outsource suppliers in line with the agreed service level agreements to ensure a high standard and cost effective service is maintained at all times
• Manage, monitor and measure office equipment (including IT hardware, mobiles etc) and supporting contracts in line with the agreed service level agreements  to ensure maximum service and cost efficiency
• Carry out regular inspections of the works and services provided and regularly obtain constructive feedback from service users/tenants, reporting any anomalies in service levels to the Chief Operating Officer
• Facilitate contract and departmental review meetings to ensure appropriate feedback is given and high service levels are set and maintained
• Act as a point of contact and interface between the facilities service users/tenants and service providers
• Maintain strong working relationships with Partners and Heads of Departments to ensure that the services provided continue to meet and exceed expectations
• Attend departmental forums and Business Services Management meetings
• Prepare and provide regular verbal and quarterly written reports of service delivery and financial performance for the Chief Operating Officer
• Provide input, where necessary, in the contract agreement negotiations
• Being the local contact for building management and maintain effective and cooperative relationships with the landlord including on financial matters (power metering, service charges etc)
• Manage the Client Services Team (reception and client meeting rooms) ensuring the client meeting rooms are to the highest standard to ensure the client experience in visiting the offices is always first rate
• To be the appointed person to assist in the definition of and carry out the Health and Safety policy. Ensure compliance with all relevant Health & Safety legislation
• Ensure all appointed First aiders and Fire Marshals qualifications and training are up to date
• Space planning of all office space taking into account churn and the need for potential changes in the use of space
• Maintain accurate office plans and departmental headcount records and work with the Chief Operating Officer to ensure maximum space efficiency. Manage and maintain the Flexible Desk Booking System
• Regular liaison with the BCC-Team to ensure all office related business continuity processes and disaster recovery plans are up to date and rehearsed periodically
• Ensuring all contractual obligations and compliance standards are met by the providers and the contracts are reviewed regularly to maintain their commercial viability
• Proactively seek cost efficient methods maximising environmental efficiencies
• Coordination of all offsite archiving including document destruction in accordance with policy
• Provision and maintenance of all office equipment including MFDs and audio visual equipment
• Manage outsources cleaners to ensure appropriate levels of quality and cost effectiveness
• Organise Firmwide Annual Summer/Christmas Party

Budgetary Responsibilities

• Management of purchase ordering within authorisation guidelines and monitoring of spend against budget of £635,000
• Input into annual budget review and forecasts
• Coordination of service charges applicable to tenants
• Billing of non lease service and utilities to tenants

Qualifications:

• NEBOSH or equivalent in Health & Safety
• Qualification and or membership of either BIFM or CIPS 

Candidate Spectfication:

• Committed, flexible and strong customer service ethic
• Proactive and positive attitude
• Strong expertise and experience of property/facilities management in a professional services environment
• Strong expertise and proven experience of managing in house and outsourced services in a multi-contract environment
• Proven experience of setting appropriate SLA's for outsourced contracts
• Experience of managing office fitouts
• Experience of managing the relationship between service users and in house/outsourced service providers
• Proven ability to produce clear and detailed written reports
• Experience of line management
• Strong negotiation skills with the ability to challenge suppliers to ensure best value
• Ability to manage and monitor expenditure against budgetStrong interpersonal skills with an ability to communicate effectively with people of all levels
• Effective verbal and written communication skills
• Strong relationship building and networking skills
• Good understanding of all aspects of facilities management including M&E
• Thorough knowledge of Health & Safety legislation, Risk Management and controls application
• Experience of using a dedicated FM database, ideally TABS FM or similar
• Strong project management and organisational skills
• Knowledge of ISO Quality Management protocols desirable
• Knowledge and experience of Business Continuity protocols