Time Type:

Full time

Working Pattern:

Hybrid

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Purpose of the Role

AEGIS London are seeking an experienced Facilities Manager to join the business. In this key position you will be responsible for the day to day management of AEGIS London’s office space to deliver a high quality and professional facilities management service. You will ensure the office remains secure, effective and fit for purpose on a day to day basis and that contractual compliance is achieved.

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Duties and Accountabilities

• Responsibility for ensuring operational services are delivered to achieve value for money, statutory compliance and service requirements, which will involve interpreting a range of options and decision making.  This includes:
  -Ensuring that the office is kept in good structural and decorative order and that lifecycle expenditure for refit and replacement of assets is managed effectively
  -Monitoring and coordinating all building maintenance, including liaison with building management
  -Overseeing all aspects of building security, in conjunction with building management
  -Ensuring effective facilities management using contracts and service level agreements (SLAs)
  -Overseeing the boxes at Lloyd’s to ensure they deliver a suitable working environment for Underwriters
  -Responsibility for developing and implementing policies, procedures and processes associated with the delivery of facilities management ensuring full compliance with statutory requirements across all services with full audit trails and governance
• Overseeing the performance management of all facilities staff, both in-house and contracted, including line management of receptionists
• Oversight of Health and Safety, Fire and Fire Aid policies including responsibility for:
  -Risk Assessments
  -Compilation of incident information and record keeping
  -Fire Marshal and First Aid coordination
  -Work station assessments for all staff
• Assisting the Chief Operating Officer and Head of Operations in managing the Business Continuity Plan (where related to Facilities/ the Office), in particular ensuring that relevant business impact analysis is accurate and working with IT on communicating with staff in the event of an emergency
• Managing the corporate insurance policies and liaising with the appropriate executives to ensure adequate coverage
• Accountability for all aspects of business travel, including budgetary responsibility
• Organising suitable catering for in house events, liaising with the Executive Assistants/ Company Secretary
• Budgetary responsibility for all office related expenses, including rent, rates and service charges
• Planning and controlling the execution of floor changes, refurbishment and upgrade projects, installations and desk/team movements
• Overseeing stock control for all office supplies (furniture/stationery/kitchen goods/external catering) and responsibility for cleaning and maintenance schedules for equipment and office facilities

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Skills, Knowledge and Experience

The successful candidate will be/have:

• Previous experience of facilities management is essential
• Demonstrable knowledge and understanding of outsourcing agreements/third party service contracts
• Experience of overseeing Health and Safety (associated qualifications desirable)
• Experience of leading and managing a team
• Previous experience of managing front of house receptionist teams
• Strong negotiator with previous exposure to procurement would be advantageous
• Self-motivated and able to proactively manage workloads and any competing priorities
• Able to work with minimal supervision
• Excellent interpersonal skills and the ability to work with an array of stakeholders internally and externally
• High degree of planning and organisational skills will be needed to be successful in this position alongside the ability to meet and manage tight deadlines

AEGIS Values

Fairness and respect

We make decisions considering the best interests of key stakeholders. We are direct and straightforward in our actions, working collaboratively to create a culture of fairness and respect.

Open and inclusive

We act with integrity, valuing diversity of thought and background. We take time to listen to the needs of our customers, stakeholders and colleagues working together to seek and share information.

Ambitious

We have a passion for success, aspiring to be recognised as best in class. We embrace new opportunities, encouraging innovation in pursuit of our goals.

Striving to be better

We strive to improve at all times, challenging complacency, being agile and adapting to change. We always seek to improve our customers’ experience with us.

Investing in people’s potential

We provide an environment where each employee can reach their personal potential. We encourage personal accountability for performance and individual ownership for growth and success.

AEGIS London is an equal opportunities employer and recognises the value of a diverse workforce in facilitating better decision making and business growth. We encourage a variety of differing views, perspectives and insights to create a collaborative working environment. Diversity and Inclusion are fundamental to our business and we encourage applications from all backgrounds recognising the diversity of society and our customers.

It’s important to us that you are able to perform at your best when applying for a role with AEGIS London. If there are any adjustments we can reasonably make to ensure that the process is accessible for you please telephone us on +44(0)20 7856 7856 or email recruitment@aegislondon.co.uk

As a business, we understand individual circumstances may differ and aim to be adaptable and to support flexible working practices. Talk to our recruitment team to understand how AEGIS London can help support you in reaching your full potential