Stakeholder Management

• Work closely with the Chief Operating Officer, providing practical advice, timely escalation and recommendations on facilities, safety and security matters.
• Partner with HR, Finance, IT and Operations on onboarding, offboarding, access requirements, office changes, procurement, budgets, employee welfare, data protection and business continuity.
• Provide professional and responsive support to employees, visitors and senior stakeholders.
• Manage relationships with landlords, managing agents, contractors, insurers, suppliers and professional advisers.
• Liaise with emergency services, local authorities and enforcement bodies when required.
• Communicate planned works, service interruptions and workplace changes clearly and in good time.

Commercial and Budget Management

• Prepare, manage and monitor facilities, maintenance, security, housekeeping and fleet budgets.
• Track expenditure, maintain forecasts, investigate variances and provide regular updates to the Chief Operating Officer and Finance.
• Support procurement, supplier selection, tendering, contract negotiation and renewals.
• Monitor supplier performance against agreed service levels and address underperformance.
• Validate invoices and charges and maintain appropriate approval records.
• Prepare business cases for repairs, improvements, replacement equipment, security upgrades and workplace projects.
• Identify opportunities to improve efficiency, reduce cost, extend asset life and support environmental sustainability

Person Specification

Essential Criteria

• Substantial practical experience in facilities management, workplace operations, health and safety and/or security within a professional, corporate, hospitality or comparable environment.
• Demonstrable experience of managing planned and reactive maintenance, building services and workplace-support operations.
• Previous line-management experience
• Strong experience of managing external contractors, suppliers, service agreements and service-level expectations.
• Experience of budget management, cost control, invoice validation, procurement and commercial negotiation.
• Experience of carrying out site inspections, coordinating risk assessments and managing incident or emergency responses.
• Experience of producing clear management reports, maintaining compliance records and tracking remedial actions to completion.

Essential Knowledge and Qualifications

• A current and valid SIA Close Protection licence.
• Good working knowledge of workplace health and safety, fire safety, contractor management and security principles relevant to an office or mixed-use environment.
• Sound understanding of building systems, maintenance requirements, access control, CCTV, alarms and emergency procedures.
• Competence in the use of Microsoft Office and relevant facilities or security systems, such as Webfleet, access-control platforms, CCTV systems and maintenance-management tools.

Skills and Behaviors

• Highly organised, practical and solutions-focused, with the ability to manage competing priorities and follow issues through to completion.
• Strong judgement and problem-solving ability, including the confidence to make timely decisions during urgent or sensitive situations.
• Clear and credible communicator who can work effectively with employees, senior leaders, contractors and external authorities.
• Strong supplier-management, negotiation and commercial skills, with a focus on value, quality and risk.
• High attention to detail and the ability to maintain accurate records, schedules, budgets and reports.
• Calm, resilient and dependable under pressure, with the flexibility to respond to changing operational needs.
• Professional, discreet and trustworthy, with the ability to handle confidential and security-sensitive information appropriately.
• Visible commitment to customer service, safety, inclusion and continuous improvement.
• Comfortable working both independently and as part of a wider cross-functional team.

Desirable

• A recognised facilities-management qualification, such as IWFM, CFM or FMP.
• A recognised health and safety qualification, such as IOSH Managing Safely or a NEBOSH certificate.
• A relevant security qualification, such as CPP or PSP.
• Experience of multi-site facilities management, fleet management, office moves, refurbishment projects or business-continuity planning.

Additional Requirements

• Ability to undertake regular site inspections and to respond personally to facilities, safety or security issues when necessary.
• Willingness to provide reasonable out-of-hours or on-call support for emergencies and significant incidents.
• Ability to travel between the Paddington and Westminster locations and, where required, to other Company premises.
• The responsibilities listed in this job description are not exhaustive. The role holder may be required to undertake other reasonable duties consistent with the level and purpose of the role.