Facilities Manager

Lucy Group; Oxford; On-site; GBP 50,000 - GBP 70,000; Full time

Job summary

A sustainable infrastructure organization based in Oxford is seeking a Facilities Manager to oversee facilities and procurement activities. The ideal candidate will manage multiple sites, ensuring compliance with health and safety regulations and managing budgets. Candidates must have at least 10 years of experience in facilities management, familiarity with procurement processes, and strong organizational skills. This position offers the opportunity to work in a collaborative environment while driving sustainability initiatives.

Qualifications

• Must have management responsibility for multi-site building and facilities management.
• At least 10 years of experience in facilities management.
• IOSH/NEBOSH qualified with knowledge of Health and Safety legislation.
• Excellent organizational and people management skills.

Responsibilities

• Manage all works of contractors and staff, ensuring quality delivery.
• Prepare an annual business plan and budget for the facilities portfolio.
• Champion group purchasing policy across core group functions.
• Conduct regular site inspections and report on the state of repair.

Skills

Building management

Procurement

Health and Safety compliance

People management

Organizational skills

Microsoft Office/Excel

Technical understanding (M&E)

Stakeholder communication

Education

IOSH/NEBOSH certification

Training qualification from IWFM

CPIS Level 5 in Procurement and Supply

Prince2 or Agile project management

Job description

Internal Job Title: Facilities Manager
Business:Lucy Group Ltd
Location: Oxford
Job Reference No: 4451

Job Purpose

To manage the facilities and procurement activities of the Lucy Group Head Office, Lucy Real Estate offices and outlying Lucy Group Business Offices (as directed) in accordance with business goals and relevant legal requirements.

Business Overview

Lucy Group is an international group that makes the built environment sustainable. Our electric businesses advance the transition to a carbon-free world with infrastructure that enables renewable energy and smart cities. Our real estate businesses support sustainable living through responsible property development and investment.

Job Dimensions

This role will report into the Group Head of Health, Safety and Sustainability.

The role will be entirely office based.

The role will have a small team, including a front of house coordinator and an office coordinator and will work with the Executive Directors, their assistants and core group functions. The role requires the holder to communicate adeptly with key stakeholders.

The role holder will be a highly motivated individual with a proactive approach, they will have proven experience in facilities and asset management in a relevant commercial environment, a working knowledge of health and safety matters, and demonstrable experience of procurement of goods and services in a HQ environment. Excellent customer service and communications skills are essential.

Key Accountabilities

• Plan, manage and oversee all works of all contractors, staff, and other parties to ensure the quality of delivery, that the works are within the agreed scope and value for money, and that relevant contracts are in place to meet agreed deadlines
• Ability to prepare an annual business plan and budget for the facilities portfolio and to undertake regular project reviews to ensure accountability for the budget as well as progress of the works and projects
• H&S Inductions and workspace assessments
• Responsible for procuring defined goods and services for the portfolio
• Managing refurbishments relocations or renovations as they arise in the portfolio and being available for advice to other business units on similar projects
• Will champion and drive implementation of the group purchasing policy across the core group functions
• Supervise multi-disciplinary teams of staff, including cleaning/maintenance and ensure the highest standard of front of house and building housekeeping is maintained throughout the HQ building
• Leading commercial tender and review processes, negotiating financial terms/service levels and appointment of all facilities contracts.
• Identifying new components and obsolescence with the suppliers
• Managing contract reviews and terminating arrangements
• Lifecycle planning of assets and facilities asset management - create a framework for how to operate, maintain, renew, and retire high-value assets
• Undertake regular site inspection as agreed with management, monitor the state of repair, complete inspection reports, and action any necessary works on approval of management
• Ensure that all contractors and staff follow agreed protocols/ procedures relating to works being carried out and approvals sought as directed
• Dealing with all queries expediently and professionally including arranging and attending periodic staff meetings, actioning subsequent minutes and works
• Develop and promote good working relationships with all office staff and other key stakeholders
• Use performance management techniques to monitor and demonstrate achievement of agreed service levels/ conduct and lead to improvement
• Identify deficiencies of work/service and report to management
• Implement improvements to service delivered by contractors, staff, and other parties
• Manage and lead change to ensure minimum disruption to core activities
• Prepare documents for tender for contractors and calculate and compare costs for required goods or services to achieve maximum value for money
• Direct, coordinate and plan essential services such as reception, security, maintenance, mail, stationery, car parking, EV charging, health & safety, archiving, cleaning, catering, telephones, waste disposal, and recycling
• Compiling weekly updates to the Group Head of Health, Safety and Sustainability
• Respond appropriately to emergencies or urgent issues as they arise and deal with the consequences
• Ensure full compliance with all current and impending Health and Safety legislation, including the full implementation of annual Health and Safety Risk Assessment Reports and Fire Risk Assessments.

  The facilities support and front of house team also perform reception and defined office-based administration activities. These activities will be managed by the Executive Assistant to the Executive Director & Company Secretary on a matrix management basis with this role.

  Qualifications, Experience & Skills

  Essential:

  • Must have had management responsibility for multi-site building and facilities management of commercial buildings in previous roles, including asset management and procurement
  • IOSH/NEBOSH qualified with knowledge of Health and Safety legislation as applied to managed commercial property
  • At least 10 years’ experience in facilities management and supplier selection, qualification, evaluation, contract and price negotiations
  • Excellent organisational and people management skills, time management, ability to prioritise and organise own workload and able to work to deadlines
  • Energetic and natural completer with "can do" approach
  • Attention to detail
  • Good working knowledge of Microsoft Office/Excel, Teams and Word
  • Technical understanding of how a building works from a M&E point of view
  • Ability to manage contractors and staff
  • Ability to communicate well with key stakeholders and manage expectations appropriately
  • Collaborative team worker who has an ability to work under matrix management principles

  Desirable

  • A training qualification from IWFM
  • Membership of CIPS or a willingness to work towards and obtain a minimum of level 5 Advanced Diploma in Procurement and Supply certification
  • Prince2 or Agile qualifications in project management