Facilities Manager (12-month Fixed Term Contract)

Job Purpose

To oversee the effective day-to-day operation of the Facilities and Reprographics functions, ensuring the delivery of a consistently high standard of service across the firm. This role is responsible for managing the Facilities Supervisor, Facilities Assistants, and Reprographics and Post/Scanning Assistants, providing leadership, guidance, and support.

The role also involves supporting the Head of Facilities, maintaining a strong working knowledge of facilities procedures, and ensuring compliance with health and safety responsibilities.

Occasional weekend working is required, along with periodic travel to the firm’s offices in Colchester, Leeds, and Birmingham.

The Team

Devonshires has been based in the City of London for more than 150 years. From our offices in London, Leeds, Birmingham, and Colchester we provide legal services throughout England and Wales. Our clients range from some of the world’s largest multi-national corporations to private individuals. We act for a significant number of charities, housing associations and Regulators. We would describe ourselves as “full service” with specialists in Commercial/Corporate, Civil Litigation, Housing, Employment, Real Estate & Projects & Property Development. Over the past few years, we have grown significantly and now have approximately 350 employees and a growing international reach.

Duties and Responsibilities

This is not an exhaustive list and from time to time it may be necessary to vary these to meet the department and business needs.

Facilities Management

• Support the planning and co-ordination of office moves and refurbishment projects across all sites;
• Ensure all office equipment is maintained, serviced and fully operational at all times;
• Oversee the smooth delivery of facilities management services and provide a helpdesk function for staff requiring support with office equipment;
• Monitor equipment usage and assist with the logistics, installation and implementation of new equipment;
• Manage the access control security system in conjunction with the Facilities Supervisor, including issuing ID cards to new starters and removing access for leavers;
• Assist in procurement activities, including tendering processes and negotiating with service providers and suppliers;
• Co-ordinate and manage external contractors, ensuring full compliance with site health and safety requirements;
• Support the Head of Facilities in maintaining supplier relationships and negotiating contracts to achieve best value;
• Manage and monitor the delivery of key services, including cleaning, courier and postal services, printing and multi-functional devices, HVAC systems, recycling and confidential waste disposal, repairs and maintenance, electrical testing, furniture disposal and catering supplies;
• Act as the main point of contact for sourcing office equipment and stationery (including printed materials), ensuring appropriate stock levels are maintained and within budget;
• Ensure meeting rooms are prepared and set up for seminars, training sessions, and external meetings;
• Carry out general maintenance of meeting rooms and office areas as required;
• Assist with budget planning and management, including invoice approval, coding, and payment processing;
• Produce and distribute fortnightly occupancy stats.

Health and Safety

• Ensure the provision of a safe and compliant working environment for all employees, contractors and visitors;
• Ensure compliance with all relevant Health and Safety legislation, ensuring policies and procedures are adopted and adhered to by staff, visitors and contractors. Act as deputy to the Head of Facilities assuming statutory responsibilities in their absence;
• Oversee the management of the online DSE assessment system, ensuring all workstation assessments remain up-to-date and that any required actions or adjustments are completed in a timely manner;
• Support the delivery of fire safety arrangements, including fire risk assessments, evacuation drills, and the co-ordination and training of fire wardens;
• Maintain oversight of first aid provision, including the management of first aider registers, certification compliance and the co-ordination of training to ensure appropriate coverage;
• Work in partnership with the Head of Facilities to ensure risk assessments are regularly reviewed, updated, and audited, with identified actions completed within agreed timescales;

Facilities and Reprographics Team Management

• Lead and manage the Facilities Supervisor, Facilities Assistants and Reprographics/ Post scanning team to ensure the consistent delivery of high-quality support services;
• Ensure internal and external post is processed and delivered within agreed service levels;
• Oversee the timely and accurate completion of all print and copy requests;
• Ensure the effective use and management of the TopDesk system, with requests actioned efficiently and accurately;
• Maintain appropriate stock levels across all areas, including paper and related supplies;
• Ensure all post and DX services are processed accurately and within required timeframes;
• Promote high standards of customer service, ensuring all emails and telephone enquiries are responded to promptly and professionally;
• Maintain clean, safe, and well-organised office environments, ensuring compliance with health and safety standards;
• Set and uphold high performance standards within the team, including attendance, timekeeping, and conduct;
• Ensure effective onboarding and training of new team members;
• Manage performance and development processes, including the timely completion of appraisals.

Person Specification

Essential

• Health and Safety qualification;
• Minimum of 5 years’ experience is a similar field;
• Supervision/management of staff;
• A proficient working knowledge of Microsoft Office;
• Able to communicate well at all levels of support staff and management;
• Able to demonstrate good organisational skills and implement good working practices;
• Ability to forward plan and maintain controls for managing stock and office supplies;
• Good literacy and numeracy skills;
• Able to show initiative and work without supervision;
• Excellent communicator;
• Diligent and focused;
• Personable and approachable with a professional manner;
• Adaptable, reliable, self-motivated and committed;
• Confident in own ability;
• Flexible and willing attitude with a proactive approach to work.

Desirable

• Facilities Management qualification;
• Member of BIFM;
• Understanding of legal firms.