Facilities Manager

Mission

The Facilities Manager will work alongside local and Head Office Security and IT departments to ensure that our building is clean and safe.

Main responsibilities

The role will oversee all aspects of building functions and guarantees the safety and functionality of all facilities. Duties will include running safety inspections, contractor correspondence, maintenance planning and delivery, and supervising facilities staff.

The role is across 2 London sites at present – West End and Canary Wharf, but there is a move to a new West End building planned for early 2026, and there will be a lot of tasks related to this, both in terms of building planning and design, and in the logistics of the move.  Occasional evening or weekend work may be necessary with TOIL as necessary and agreed.  Contribution to the overall move project management will be needed.  There are also 4 small (<10 staff) sites around the UK mainland, plus offices in Jersey, Guernsey and Gibraltar, which also need facilities management.  Occasional travel to these may be required.  The role is office-based.

Facility Management:

·         Manage and oversee facilities operations of the UBP offices In the Uk and Gibraltar, ensuring all facilities are maintained to high standards.

·         Oversee daily operations of the office, ensuring all facilities are maintained to high standards.

·         Oversee relationships with the main building management contractor and other facilities vendors eg - cleaning, maintenance, and security.

·         Be capable of performing simple building maintenance tasks personally, and manage external companies for more complex tasks as required. 

·         Ensure building signage is maintained at the appropriate legal levels. 

·         Develop and implement maintenance and operational strategies to ensure the functionality, and comfort of all sites.

·         Ensure all buildings have the necessary insurance with the support of the person in charge of insurances in Geneva. Open and follow up on claims files when necessary.

Compliance and Safety:

·         Ensure compliance with UK building regulations and health and safety standards, including the Building Regulations 2010 and the Health and Safety at Work Act 1974.

·         Conduct regular safety audits and risk assessments.

·         Ensure regular PPM tasks for all building resources are delivered.

·         Ensure building security is maintained at a high level, managing relevant Access Control systems as needed.

·         Coordinate with the physical security manager in Geneva for monthly reports, as well as the monitoring and adherence to group procedures.

·         CCTV management, plus Fire and Security Alarm competance will be required. 

Projects and Space Management:

·         Optimize space usage to support business needs and employee productivity.

·         Coordinate office moves and reconfigurations.

·         Lead and coordinate projects related to acquisitions and facilities management, from planning to execution, ensuring timelines and budgets are met.

·         Work closely with the representative groups to convey the bank's needs, as well as with internal teams from other departments such as IT and Security.

·         Work with other teams, eg Reception, IT and Catering, to ensure excellent Client and Staff satisfaction.

Budget Management & Administration:

·         Develop and manage the facilities budget, ensuring cost-effective solutions.

·         Consolidate all building consumption data to provide to the CSR group team and ensure all evidence are available (eg, meter readings, consumption invoices, etc.).

·         Ensure that all contracts are recorded in the bank's databases and contract expirations are properly monitored.

·         Review and update procedures as necessary.  Create an operational manual for facilities for the new building.

Sustainability Initiatives:

·         Implement sustainable practices in line with environmental regulations, such as BREEAM and WELL.

·         Promote energy efficiency and waste reduction strategies.

·         Consolidate all building consumption data to provide to the CSR group team and ensure all evidence are available (eg, meter readings, consumption invoices, etc.).

Emergency Preparedness:

·         Ensure the building is well-equipped to cope with crisis events.

·         Work with the existing H&S Staff to ensure good Fire Warden, and First Aider resources are delivered.

Personal skills