Daiwa Capital Markets Europe Ltd
Office and Facilities Manager
London
Posted about 20 hours ago
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Office & Facilities Manager
The Office & Facilities Manager is responsible for ensuring a safe, efficient, compliant and well-presented workplace that supports business operations, employee wellbeing and client experience.
The role acts as the key link between the occupier, landlord, suppliers and internal stakeholders, overseeing facilities operations, H&S, workplace services, administration, procurement and budget management.
Principal Duties:
Health, Safety and Compliance
- Ensure compliance with health and safety legislation, company policies, risk assessments and statutory records.
- Support fire safety, emergency planning, contractor compliance, RAMS reviews, inductions and incident investigations.
- Coordinate access, permits to work, contractor activity and building-related communications.
Office Administration & Business Support
- Manage office administration, procedures, records, manuals, seating plans and workplace documentation.
- Raise and manage purchase orders, invoices, approvals, commitments and accruals in line with procurement procedures.
- Manage stationery, consumables, office equipment, workplace assets, inventories and archive storage records.
- Support senior stakeholders with visitor management or event logistics, ensuring communication is clear and effective.
Facilities Operations & Building Management
- Manage the daily operation, presentation and functionality of the office floor, including meeting rooms, communal areas and workplace resources.
- Monitor building services, coordinate planned and reactive maintenance, and resolve workplace issues promptly with building management and service providers.
- Act as the main contact with the landlord and managing agent, attending tenant meetings and escalating service issues as required.
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Supplier, Budget and Contractor Management
- Manage service provider relationships and monitor contractor performance, SLAs, service reviews and continuous improvement actions.
- Monitor facilities expenditure, supplier contracts and renewal dates, supporting budget reporting and cost control.
Office Experience, Sustainability and Reporting
- Deliver a professional workplace experience for employees and visitors through effective reception, hospitality, meeting room and visitor management services.
- Support workplace sustainability initiatives, ESG reporting, business continuity, emergency preparedness and workplace resilience planning.
- Produce workplace performance reports covering health and safety, service requests, contractor performance, budgets, occupancy and sustainability metrics.
Skill & Experience:
- 3–5 years’ experience in facilities management, office management, workplace services, or a similar operational role.
- Experience operating within a commercial office environment, ideally within financial services, legal, professional services, or a corporate headquarters environment.
- Experience managing contractors, service providers, supplier contracts, budgets and procurement processes.
- Understanding of lease/landlord obligations.
- Strong understanding of workplace health and safety requirements.
- Excellent organisational, administrative, communication and stakeholder management skills.
- Strong customer service mindset and relationship-building ability.
- Financial awareness, budget management capability and experience using purchase order/procurement systems.
- Ability to manage multiple priorities, competing deadlines and workplace issues calmly and proactively.
- High attention to detail and accuracy.
- Strong Microsoft Office skills, particularly Excel, Word, Outlook and PowerPoint.
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Qualifications:
- Good standard of education, including GCSEs (or equivalent) in English and Mathematics.
- Desirable: IWFM Level 3 or Level 4 Qualification.
- Desirable: IOSH Managing Safely or NEBOSH General Certificate.
- Desirable: First Aid at Work qualification.
- Desirable: Membership of the Institute of Workplace and Facilities Management (IWFM).
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