Example Job Descriptions     Job Title: Facilities Manager Grade: Manager Department: (UK Region)   Company Overview: An investment banking division with a distinctive business model, that provides corporations, financial institutions, governments and superanational organisations with solutions to their financing and risk management needs. With offices in 22 countries, the firm employs more than 7,000 people and has the global reach and distribution power to meet the needs of issuers and investors worldwide.   Department Overview: - The UK region is responsible for 'delivery excellence' of the full range of services, with exception of the COE Services (security, engineering, travel, real estate and major projects) to support the business users across its buildings. - These activities include ongoing building maintenance, churn management, cleaning, client catering, the provision of a FM&CS (Facilities Management & Corporate Services) help desk, local management of health & safety, operations, mail room, the supply of publications and stationery, a reception service, local space planning, staff catering, and switchboard operations. - The regional team will also focus itself on building and maintaining relationships with business users across all the functions within the business, at all levels, to ensure that services continue to meet the needs of the business, and to allow strategic planning capability.   Main Function of the Job: - Pro-actively manage the delivery of services to prescribed SLAs via effective monitoring and MIS; maintain effective relationships with business users, suppliers and colleagues; ensuring co-ordinated delivery with other services across the support infrastructure; within agreed budget parameters; and within the strategy and standards set by the head of the region.   Main Duties: Role is to provide in house Facilities Management expertise to c.150 staff based in a new data centre and to provide FM support to seven other offices in Manchester, Birmingham, Reading and Dublin.   Responsibilities: - Building Maintenance - flooring, walls, ceilings, doors, frames and furniture, desks, storage and pedestals, chairs, storage cupboards, tables, coat cupboards, all hard areas. - Churn Management - business user interface, planning, evaluation and costing, approval, planning, co-ordination and implementation. - Artwork Management - asset register and audit, repairs and maintenance, valuation, business user requests. - Space Planning - space planning activities in response to project or user requests, quarterly occupancy survey and reporting, business user group occupancy. - Storage (on site and off site) - management of all nonarchive storage, direct rental property management, supplier management, collections and retrievals. - Housekeeping - management of tidy workplace policy, liaison with business users, audits to maintain policy. - Landlord Liaison - maintain interface, manage service levels, gain approvals, - Signage - all barcap signage - brand signage in entranceways, lift lobby directional signage, internal space directional signage, offices meeting rms other cellular spaces paper signage in holders, desk signage. - Meeting Rooms - operating hours, operational procedures and implementation of quality service levels, special event planning, hygiene controls, recruitment of key individuals. - Vending Service - operating hours, food offer, pricing policy and implementation, operational procedures and implementation of quality service levels, equipment procurement, hygiene controls. - Photocopier Supply - supply, maintenance, standard, policy, charging. - Distribution - incoming mail collection, incoming mail sorting and distribution, collection of out-going mail, postage and franking, courier service operating standards and procedures, porterage (heavy goods). - Cleaning - standards and operating procedures, operating hours delivery and conference room layout management). - Internal Planting and Xmas Trees - ensure planting levels are appropriate, maintained and replacement programme in place. - Meeting Room Bookings - operating hours, standards and procedures, database management, forward planning management, special event management. - Archive Management - operating standards and procedures, database management, collection and retrieval, destruction, information retention policy. - Stationery Procurement - operating standards and procedures, stationery catalogue selection, exception approval process. - Publications Management - operating standards and procedures, approval process, London supply interface, subscriptions and renewals management. - Taxis and Chauffeur Cars - Taxi usage policy, operating standards & procedures, reporting (recharges and exceptions). - Flowers - policy, catalogue and pricing, procedures. - Car Parking Allocation - allocation of car park spaces, co-ordination of allocation with HR. - Centres of Excellence (Security,Engineering) - Act as a contact with local teams.   • Support the operation and maintenance of engineering systems.   • Liaise with COE on engineering issues associated with minor project work. - Develop a Regional Strategy to Meet the Local Business Needs   • Provide a strategy plan and gain agreement from regional head of FM&CS - UK/EMEA (Europe, Middle East and Africa). • Provide input to strategy development for UK/EMEA regional strategy. • Research and communicate best practice and emerging trends. • Agree performance measures. - Agree and Deliver Appropriate Level of Advice and Support   • Liaise with business areas to understand and respond to specific needs. • Agree and review service levels with business areas. • Agree and review level of support from business area needed to deliver service. • Direct, manage key staff. • Manage external supplier relationship. - Develop and Monitor Local Budge   • Contribute technical and local market knowledge to support development of the UK/EMEA budget. • Manage costs to budget and report on progress. • Provide forecasts against plans and budgets and initiate appropriate actions. • Submit invoices for approval to relevant individual. · Ensure Service Supports and Further Business Strategy and Objectives   • Establish, sell benefits of specific courses of action. • Work with business areas to implement required change. - Contribute to Development of Continuous Service Improvement   • Identify, evaluate opportunities for changing, developing service delivery. • Review and gather feedback on service, frameworks and processes. - Monitor and Assess Performance and Development of Local FM team • Gather regular feedback on performance. • Hold regular discussions with individuals about performance and development. • Challenge, resolve differences in feedback. • Conduct overall appraisal of performance within guidelines. - Assist New Joiner with Initial Development of Internal Network and Knowledge of the Organisation   • Ensure new joiner is shown around premises on first day. • Respond to queries. • Refer to appropriate sources of information. - Provide a Reliable and Swift Mail Delivery Service to the Business   • Sort out and record incoming mail received from the postal service. • Ensure the secure receipt and recording of courier deliveries into the building. • Ensure that mail is routed quickly and reliably to individual recipients. • Provide a reliable 'pick up' service for outgoing mail. • Provide franking services for outgoing mail. • Advise business of courier services available and make suggestions as to most appropriate service. • Ensure courier collections are made to meet business needs. • Ensure that outgoing mail is ready for collection by postal service .     - Be responsible for H&S in the office, in particular regarding on site staff and teams. This will require ongoing monitoring of contractors to ensure that in all respects they conform with H&S legislation and best practice. - Administer the local provision of publications, books and newspapers. - Administer the local provision of printing stationery, printing supplies, letterheads and business cards. - Administer the local provision of archiving services, monitoring the service and ensuring that problems are resolved. - Agree and deliver appropriate level of technical engineering, travel, procurement & security advice and support.   • Act as a contact with local suppliers, building relationships as appropriate. • Liaise with relevant COEs on key issues associated with minor project work. - Contribute to the development of continuous improvement of the service delivery.   • Review and gather appropriate management information and feedback on specialist service, frameworks and processes and report findings as requested.   Home Job seekers Vacancies Employers Information About us Contact us Accessibility   ISO 9000 and ISO 14000 Health & Safety links Job descriptions Abbreviations

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