Facilities Manager

We are seeking a skilled and experienced facilities manager to oversee the management and maintenance of our client's facilities.

This includes overseeing the implementation of the Integrated Facilities Management (IFM) program, ensuring compliance with legal requirements, managing service contractors, and providing support for various facility-related tasks.

The ideal candidate will have proven experience in facilities or property management, preferably in an integrated facilities management setting. They should be familiar with relevant legal requirements, codes, and regulations governing facility operations.

They will also have strong communication and interpersonal skills, with the ability to effectively interact with stakeholders at all levels. Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines, are essential.

In addition, they should be proficient in using computerized maintenance management systems (CMMS) and other facility management software. Knowledge of budgeting and financial management principles within a facilities context is also beneficial.

The facilities manager will work independently and as part of a team, taking initiative and demonstrating problem-solving skills. They will be responsible for coordinating maintenance and repair activities, liaising with contractors and service providers, monitoring building systems, and reporting issues promptly.

They will also oversee cleaning services and maintain cleanliness standards, manage office supplies inventory, and place orders as needed. Regular facility inspections and risk assessments will be conducted, and health and safety policies and procedures will be implemented and maintained.

The facilities manager will provide remote assistance and coordination for facilities-related matters in our clients' London and Oslo offices as needed. This may include troubleshooting issues via phone or video conferencing, coordinating with local service providers, and ensuring consistent facility management practices across locations.

• Facilities Management:
• Coordinate maintenance and repair activities, liaising with contractors and service providers
• Monitor building systems and report issues promptly
• Oversee cleaning services and maintain cleanliness standards
• Manage office supplies inventory and place orders as needed
• Conduct regular facility inspections and risk assessments
• Assist in implementing health and safety policies and procedures
• Coordinate space planning and office moves
• Mailroom Operations:
• Manage incoming and outgoing mail, including sorting, distributing, and dispatching
• Operate and maintain mailroom equipment
• Coordinate courier services and track packages
• Maintain accurate records of mail and package deliveries
• Ensure compliance with postal regulations and company policies
• Event Management:
• Coordinate logistics for internal and external events, including meetings, conferences, and social gatherings
• Manage event spaces, including set-up and breakdown
• Liaise with catering services and other vendors for event requirements
• Assist with AV equipment setup and troubleshooting for presentations
• Maintain an events calendar and manage bookings for meeting rooms and event spaces
• General Administration:
• Serve as the first point of contact for facilities-related queries and issues
• Maintain accurate records and documentation for facilities, mailroom, and events activities
• Prepare regular reports on facilities operations, mailroom metrics, and event activities
• Assist in developing and implementing facilities policies and procedures
• Support budget preparation and monitor expenses for assigned areas
• Manage relationships with facilities service providers, mailroom equipment suppliers, and event vendors
• Conduct periodic vendor performance reviews

Requirements:

• Proven experience in facilities or property management, preferably in an integrated facilities management setting.
• Familiarity with relevant legal requirements, codes, and regulations governing facility operations.
• Strong communication and interpersonal skills, with the ability to effectively interact with stakeholders at all levels.
• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Proficiency in using computerized maintenance management systems (CMMS) and other facility management software.
• Knowledge of budgeting and financial management principles within a facilities context.
• Ability to work independently and as part of a team, taking initiative and demonstrating problem-solving skills.