Facilities Manager recruitment
Currently, the key buildings are SG House at Tower Hill, Exchange House and Cutler’s Gardens but there is also involvement with Norfolk House and Boatman’s House which accommodate other staff within the SG Group. Services include Security, Cleaning Housekeeping, Catering, Hospitality, Vending, Reception, Switchboard, Help Desk, Travel, Mailroom, Document Management, Archiving, Ground Transportation and plants, in addition to the provision of MFDs and artwork.
The scope of services included within this Job Description will initially be Cleaning Housekeeping, Mailroom, Travel, Ground Transportation, Document Management, Plants and Signage, in addition to being the key point of contact for any issues within Exchange House and Cutler’s Gardens.
Within the Corporate Real Estate function, FM are currently going through a period of substantial change. A new Security supplier will commence on 1 July and we are re-tendering Catering, Hospitality, Front of House and the Mailroom with a view to changing all services by November 2011. In addition to his activity we are due to complete the replacement of the bank’s security access system by September 2011 across the four main London premises.
It should be noted that the scope of the role may change depending on the outcome of the re-tender process and CRE’s objective to implement an Integrated Facility Management model. As a result, the services included within this Job Description may change. It should also be recognised that the buildings and geographical cover of the role may change from time to time.
- Understand the CRE strategy and standards for the delivery of key services and ensure their full implementation within the terms of the contracts and Service Level Agreements.
- Agree an operational strategy for each service to meet the requirements of all business lines and internal clients within SG, including other Group members such as Private Banking and SGSS. Establish regular contact with key contacts and monitor any changes in requirements.
- Support the preparation of annual operating budgets for each service/building, and ensure that reports tracking actual expenditure against budget plan are produced on a monthly basis. Highlight any variances to CRE senior management.
- Thoroughly check all invoices and either approve for payment within the agreed signing limit or forward to the delegated manager for authorisation.
- Build effective working relationships with all suppliers and service contract managers on both senior management and on-site operational levels.
- Co-ordinate quarterly service reviews to discuss performance against contract and include attendees as appropriate (e.g. senior management, Finance and Sourcing).
- Encourage and develop new ideas and initiatives with all suppliers with the objective of enhancing service levels and improving cost efficiency.
- Liaise with other key CRE contacts to ensure the consistent delivery of all services within FM, i.e. Projects, Finance and Estate Management.
- Work closely with the Lead Project Manager to ensure full FM support to all moves, changes, and projects across the premises.
- Establish a good working relationship across CRE, as well as with other key support functions, e.g. Sourcing and ITEC, and work with them on individual projects as required.
- Support any re-tender exercises for FM services, and provide operational input at all stages as required.
- Carry out regular inspections of each business floor and communal areas in Exchange House and Cutler’s Gardens to ensure that the correct standards are maintained. Review furniture, fixtures, and fittings to ensure the correct standard of fabric maintenance.
- Understand the Business Continuity Plan and associated documents for CRE and Facilities Management and ensure that all key stakeholders are aware of their responsibilities in the event of an incident or emergency. All supplier Business Continuity Plans should be updated on a quarterly basis.
- Act as the key point of contact for all building and FM issues with the Estate Managers for Exchange House and Cutler’s Gardens. Attend regular service meetings and ensure that SG are aware at all times of any Landlord plans that may impact SG’s business operations.
- Develop and maintain a network of contacts at both peer and supplier level to follow best industry practice and trends for all key services.
- Undertake special projects as required.
- Act as second reserve at the weekly HR Induction Programme and present an overview of all services to new starters.
- Act as Duty Manager on the Emergency Contact Roster. This involves being on call on a 24/7 basis for one week out of every six (approximately). This duty is shared by all key managers within CRE.
Degree of autonomy
- As necessary to manage the appointed services and deliver projects.
Internal External Contacts
- Local COOs, Business Line Heads and other business representatives.
- ITEC, ACFI, UK Sourcing and other support functions as appropriate.
- Colleagues and specialists within Corporate Real Estate
- External contacts, including FM specialists, Landlords, property contractors, representatives of regulatory bodies and industry networking contacts.
CANDIDATE PROFILE
Education
- Solid educational background, preferably with FM related qualifications.
Past Experience
- Relevant experience in facilities management with the direct responsibility for services and standards and budgets, particularly for the service types outlined within this Job Description.
- Proven track record of achievement in commercial/client facing role.
- An understanding of commercial contracts and experience of managing agreed Service Levels within budget.
- The ability to manage a busy workload efficiently and to prioritise key tasks.
Languages
- Not necessary. French an advantage
Technical Skills
- Technology literate with high level of competency in use of relevant software and an awareness of the advantages that IT systems can bring to the role.
Personal Abilities
- Strong team player with excellent communication skills.
- Forward looking, pro-active approach.
- Highly organised and able to perform under deadline pressures.
- Flexible approach to duties and responsibilities, and a willingness to take on a broad range of tasks.
- A positive “can do” attitude and a willingness to become totally involved with the FM function.