Facilities Manager

Are you looking for a Facilities role? Do you have previous experience working in the legal or professional services firm?

I have a Facilities Manager role on in a top Law Firm based in Cheltenham who will be responsible for the day to day running of the Cheltenham Office.

Main duties will include but not limited to:

• Manage the Cheltenham Facilities Helpdesk, ensuring efficient handling of queries related to heating, reactive works, access requests, administration, and general building maintenance.
• Maintaining a communication line to the Cheltenham Head of Office
• Plan and organise daily FM helpdesk operations, including liaising with external contractors.
• Take the lead on service delivery, coordinating and communicating with the wider Facilities team and Cheltenham office.
• Implement and manage Helpdesk procedures, such as permit-to-work processes, to prioritise reactive and planned activities.
• Collate and present monthly Facilities Helpdesk reports.

Facilities Operations & Support:

• Support the Head of Facilities, Director of ICS with Cheltenham and firmwide projects, day-to-day tasks, and innovative ideas aligned with the Firm’s values.
• Assist with the management of FM services, including Helpdesk, General Office, Archives, Reception and Facilities Assistant
• Ensure the Facilities team is prepared for meeting room setups and planned activities for the week ahead.
• Supervise weekend and out-of-hours works and office moves.
• Provide cover for the FM team during lunch breaks and periods of absence.
• Attend ICS/Facilities team meetings and provide updates

Contract & Vendor Management:

• Manage the Cheltenham aspects of the M&E contract, ensuring KPI compliance, adherence to the planned preventative maintenance schedule, and logging issues with appropriate SLAs.
• Oversee the Cheltenham Cleaning contract, ensuring regular meetings with the account manager, monitoring KPIs, and scheduling periodic cleaning programs.
• Manage the stationery contract, reviewing orders, scheduling monthly meetings, reviewing reports, and approving invoices.
• Engage with the Building landlord when required.

Compliance & Best Practices:

• Ensure compliance with legislation and best practices in FM areas, particularly M&E and building functions, and maintain related records and systems.
• Contribute to ISO 14001 standards and the Environmental Management System (EMS), supporting the firm’s sustainability goals through effective facilities management practices.
• Manage the Security Access System, ensuring GDPR and information security compliance.
• Oversee the security system access database, conducting regular audits.
• Team Management & Development
• Conduct regular one-to-one catch-up meetings with the team to support performance.
• Maintain up-to-date records of holiday/absence and arrange necessary cover for the FM team.

Qualifications and Experience

• Proven experience within a Facilities Helpdesk (or similar) environment
• Prior administrative experience in Facilities, ideally gained within a professional environment
• A working knowledge of Microsoft packages

Person Specification

• Highly motivated individual who will be able to use own initiative
• Excellent organisation skills
• Excellent customer service skills
• Organised and Methodical
• Good communication skills both oral and written, with the confidence to liaise with personnel at all levels of the Firm and with external contacts

The role will offer a competitive salary and benefits package and will be a great role where you will have full autonomy and be able to be heavily involved with a number of projects.

For further information please contact Jess at AJ Chambers.