We are currently seeking an experienced Facilities Manager to join our team in Warwick. This is an excellent opportunity for a proactive and qualified individual with relevant experience in facilities management, looking to manage a small team of up to two people and ensure the smooth operation of our facilities across multiple sites. You will report directly into the Board of Directors.

This position includes access to a company van. Must have valid UK driving licence.

• Location: Warwick
• Salary: £43,000 - £50,000 DOE
• Working Hours: Monday to Thursday 08:30 to 17:00, Friday 08:30 to 13:30
• 22 days annual leave plus bank holidays
• For every 2 years of service, annual leave increases by 1 extra day.
• Manage a team of up to 2 staff members
• Driving: A valid driving licence is required, as you will be required to travel between sites
• Overtime: Paid at 1.5x hourly rate
• Additional Benefits: Car park pass for the town centre and access to a company van
  

The role

• Act as primary key holder for our premises based in Warwick ( will require availability for out of hours attendance on site in the event of specified intruder / fire alarm being raised)
• Source and purchase, as approved by Directors, furniture and other fittings and fixtures in line with the brand values and guidelines
• Prepare detailed, itemised annual budgets, monthly updates on tasks and quarterly updates on budgets
• Monitor and control spend within the approved budget and report when required to the Board. As a minimum you will be required to report at monthly Board Meetings
• Implement and maintain a preferred suppliers list, ensuring all contractors have agreed to the contractor’s arrangements, have the correct insurances in place and have an appropriate health and safety policy where applicable. Induct all contractors on the first day of works.
• Source quotations from preferred contractors, architects, designers, service providers and suppliers and negotiate accordingly to achieve the best mix of value and appropriate quality
• Ensure contractors provide method statements and risk assessments and liaise with the Health and Safety Manager to confirm that these are adequate before building works commence
• Manage all facilities-related projects ranging from minor refurbishments and repainting projects to major building programmes, from commission to signed off completion. Liaise closely with all external contractors, architects, designers, service providers and suppliers during these projects to ensure disruption to the business is kept to a minimum. This may include the need to supervise work out of hours and at weekends
• Monitor and audit building wear and tear and make new proposals for new building projects /refurbishments / repairs. You will be expected to conduct regular audits of the buildings
• Create and record issues on a log. Keep a schedule of day to day building maintenance work and manage work against this accordingly
• Pro-active management of the Facilities Assistant, ensuring there is an up to date schedule of daily / weekly / monthly tasks. You will also need to prioritise, communicate and control ad hoc tasks for the facilities team as and when necessary, planning and balancing the teams’ time whilst considering project and client needs
• Review and manage the service and maintenance contracts (gas boiler, instant water boilers, intruder alarm, air conditioning etc), ensuring that all servicing is completed in a timely manner, that all relevant documentation is obtained and any actions completed
• Be the primary contact for all internal queries, reported faults and suggestions from the staff adding such suggestions to the log
• Be familiar with and understand the content of the leases for the rented premises. Liaise with the relevant landlords, when required, regarding the maintenance of these premises and the continuance, or otherwise, of the current lease arrangements beyond the existing break points. Implement a schedule of lease requirements for the lease periods
• Be familiar with the physical arrangements relating to utility supplies at all the premises, including electrical, gas, water and drainage. Annually review the contracts with the relevant utility providers to balance service quality and value

The ideal candidate:

• High level of proficiency in Microsoft Office packages, especially Outlook, Excel and Word
• Excellent communication skills both written and verbal
• Self-motivating and able to work on own initiative
• Organisation and time management skills; versatility and ability to prioritise workloads.
• Strong work ethic with a ‘can-do’ attitude
• Good knowledge of building regulations
• Good knowledge of CDM regulations
• Awareness of health and safety issues, especially risk assessments and method statements
• Preferably a member of the Institute of Workplace and Facilities Management
• Relevant qualifications and commercial experience
• Strong numeracy skills with the ability to understand, organise and present financial data
• Research and networking skills with the ability to draw information from various sources
• Strong negotiation skills
• Ability to work with diagrams, contracts, plans and illustrations, liaising with the legal advisors as required