Facilities Management Lead

Our client, a prominent entity in the Defence & Security sector, is currently seeking a Facility Management Lead for a temporary contract position based in Glasgow and Edinburgh. This role involves overseeing day-to-day facility services and activities, ensuring the smooth operation of the offices during the current facility lead''s absence and supporting their return-to-work phase.

Key Responsibilities:

• Ensure that the office is provided with the necessary equipment, supplies, and services for daily operations.
• Collaborate with local office leaders on facility-related issues and attend relevant meetings.
• Process invoices and charges related to local facility management, ensuring proper coding according to expenditure guidelines.
• Communicate with office staff regarding any facility-related issues in line with corporate or legal guidelines.
• Serve as an onsite contact for building management and local vendors, handling any maintenance or janitorial issues.
• Manage reception, mail, courier services, and offsite archive storage, if applicable.
• Provide utilisation reporting and assist with new starter inductions related to Health, Safety, and Environmental requirements.
• Support Human Resources and manage terminated access statuses, if necessary.
• Ensure the cleanliness, appearance, and functionality of the office, including supporting local Health, Safety, and Environmental tasks.
• Assist Global Security & Resilience, ensuring the security of the office space and supporting the Business Continuity Plan.
• Support office sustainability tasks and reporting, including generating the Office Sustainability Plan.
• Manage local offsite archiving, provide guidance on handling filing needs, and oversee physical office changes.
• Maintain all Facilities data for the office, ensuring alignment with global requirements.
• Potentially take on building and grounds responsibilities where there is no landlord-provided property management.
• Support cross-functional teams or projects and take on additional duties as assigned by the supervisor.

Key Relationships:

• Local Office Leaders
• Facilities Operations Manager
• Real Estate Operations Director
• Local office networks and contractors
• Property or building management
• Facility Lead peers

Key Performance Indicators:

• Create a positive employee experience within the local office.
• Adhere to budget and financial expectations.
• Ensure effective operation of the office in line with guidelines, resolving issues efficiently.
• Maintain good working relationships with office leadership and Property Management.
• Ensure the office is organised, clean, professional in appearance, and well-maintained.
• Stay up-to-date with key corporate communications and training.

Additional Notes:

• Responsibilities may include physical activities such as bending, stooping, walking, lifting up to 50 lbs., climbing stairs, sitting for long periods, and typing.
• The role is office-based, with expected attendance of 3 days per week in the Glasgow office and one day per fortnight in the Edinburgh office.

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