Facilities Manager

We are looking to appoint a Facilities Manager in our office in London. This position reports to the Global Facilities Operations Manager and plays a pivotal role in ensuring the seamless functioning of all property and facilities services in London. The role involves providing support for local, regional and global facilities projects under the guidance of the Line Manager. It will be situated at the London office and candidates must demonstrate flexibility to cover office operational hours with occasional responsibilities for managing events outside of operational hours.

This newly established and engaging role is particularly suitable for a seasoned office and facilities professional who holds certification in Managing Health and Safety (IOSH), is a member of IWFM, and ideally possesses a facilities management qualification (diploma/certification). We are looking for a self-starter with facilities and office management experience.

Here’s a breakdown of what you’ll do (not all of it, just the important stuff):

Reception

1. Act as the first point of contact for visitors, clients, employees, and contractors ensuring a professional and welcoming experience. Due to the layout of the office, this role is situated at reception.
2. Address and resolve any visitor or employee concerns efficiently and in a timely manner.
3. Provide badges and ensure that visitors sign in, as per security protocols.
4. Respond to inquiries via email and/or in person.
5. Manage mail and deliveries ensuring accurate distribution.

Meeting Rooms and Events Coordination

1. Actively support internal and external meetings as required by the business.
2. Maintain calendars for all meeting rooms.
3. Assist with meeting room bookings and set ups/resets.
4. Provide refreshments and catering for meetings and events.
5. Oversee and organize a calendar of social events to foster a sense of community and engagement within the office.

Office and Facilities Coordination

1. Provide hands-on support for the office, overseeing office services, assets, landlord, and supplier relationships.
2. Carry out daily office checks and report maintenance/cleaning issues to the appropriate teams.
3. Liaise with vendors, couriers, and contractors to ensure seamless delivery of office operations.
4. Manage the onboarding and offboarding processes for local staff, ensuring a seamless transition and positive employee experience.
5. Collaborate with HR, Finance, and IT teams on initiatives to enhance the employee value proposition.
6. Seek opportunities to improve facilities, services, and office upkeep to support the company and departmental goals by regularly engaging with stakeholders and introducing new ideas.
7. Work closely with suppliers to ensure the highest quality of services provided, such as site security, waste management, janitorial services, security systems, pest control, HVAC, fire safety, catering, utilities, business travel, and more, with an emphasis on cost optimization.
8. Coordinate staff business travel arrangements in accordance with policies and procedures.
9. Deliver regular reporting on office utilization, energy efficiency, waste management, employee travel, and more.
10. Develop strong relationships with local businesses to secure staff discounts.
11. Manage contents on the internal office intranet pages and actively engage with staff on property and office services issues to uphold excellent communication and awareness.

Financial

1. Plan, manage, and report on the facilities budget, covering both capital and operational expenditures.
2. Coordinate the office expense process (Purchase Order, Invoices, Corporate Card expenses).
3. Deliver cost savings through regular tenders and market research initiatives.

Compliance and Risks Mitigation

1. Oversee the health and safety framework management to maintain a safe and healthy work environment.
2. Ensure all necessary regulatory services, policies, processes, and permits are in place and regularly reviewed.
3. Regularly test the Business Continuity Plan to ensure operational resilience in unforeseen incidents.
4. Take ownership of the Office Physical Security Policy, coordinate, and report on compliance to support the ISO27001 accreditation.
5. Conduct office and home-based risk assessments in accordance with the relevant policies to promote best-in-class ergonomics, mitigate health and safety risks, and enhance productivity.

Projects

1. Provide support for global and regional projects as needed to address changing business requirements.
2. Promote ESG efforts in partnership with ESG Management to strengthen YouGov's commitment to responsible practices.
3. Lead office space optimisation projects, promoting an agile, vibrant, and collaborative work environment.
4. Collaborate with the Global Facilities Operations Manager to develop standardized facilities operation strategies that align with YouGov's vision.

These are the essentials you’ll need to get an interview:

1. A minimum of 5 years of experience in an office/facilities coordination role.
2. IOSH Managing Safety Certification or
3. IWFM Membership (Member or Affiliate) or
4. Facilities Management qualification (diploma/certificate).
5. Advanced knowledge of Microsoft Packages (Excel, PowerPoint, Forms, and more).
6. Excellent interpersonal, verbal, and written communication skills.
7. Exceptional organisational and time management skills.
8. The ability to manage your workload and supervise the work of others concurrently.
9. Ability to work in the office Monday to Friday.

It would be great if you had these too, but we’ll support you if you don’t:

1. Positive and proactive.
2. Quick to provide solutions in critical situations.
3. Able to deliver results, meet deadlines, and manage time effectively.
4. Approachable, curious, and engaged. (We don't need all the answers immediately, but we always want to find them!)
5. Able to work autonomously and as a team.