Overview
We’re a national law firm with a local reach. Our legal experts are here for you. Whether it’s personal or business, we understand that everyone’s situation is different. We’re more than just a law firm – we’re a team of people working together to help individuals and businesses navigate life’s ups and downs. Working here you’ll feel a part of our friendly and inclusive environment. We’ll value you for who you are and what you bring. We support each other and push boundaries to achieve incredible things and make a real difference to our clients and communities. We’re always looking to support our colleagues to work in a way that works best for them and everyone else, including our clients, the business and the regulators. Please speak to a member of our Recruitment and Onboarding team for more information.
Role – The Office and Facilities Manager undertakes and supervises the day-to-day operations of the Facilities team on site. You will have ownership and be responsible for all facilities and demised office related issues. You will be proactive and always work with an awareness of Health & Safety best practice.
Responsibilities
As required you will support the onsite Facilities team which includes (the following lists are not exhaustive they are examples): document solutions, porterage services, front of house / reception / security services, cleaning, stationery stock control and ordering, cash management and ordering, paper replenishment, meeting room equipment, maintenance, stock management and moves (internal & client), archiving support, energy reporting, general management of the office and any other duties as required. You will supervise all members of the Facilities team of your associated office including reception, hospitality and cleaning personnel to ensure a high level of service to clients and staff.
- Provide stock control and delivery control on consumables whilst having an awareness of contracts and service level agreements
- Lead and develop a strong team delivering a consistent pro-active service. Contribute to team performance and participate in team goals and plans
- Ensure compliance with SFG20 ensuring that all planned preventative maintenance work is carried out to a high specification and documentation is retained in an organised and consistent manner on site available for audit / inspection
- Maintain a register of all reactive work required and ensure this follows the relevant procedure to obtain costings and spend approval for the work to be undertaken
- Develop relationships with the building management in multi tenanted sites to ensure effective engagement and communication on all issues affecting the site
- Support the client on all inter office moves, dealing with new joiners and leavers in terms of their equipment and security pass access and support the client on all major property relocations or other projects affecting your site in connection with all facilities aspects, communication and building management / maintenance aspects
- Support the development of the client’s business continuity plans and own the facilities aspects for your site
- Manage the performance of the members of the team and carry out regular performance reviews, annual appraisals, set objectives and set up regular meetings to review objectives and workloads
- Ensure that the Facilities and Premises Manager for the client is kept fully updated with all aspects of facilities and premises management affecting the office
- Undertake all audits that are required to be undertaken within a timely manner and coordinate the collation and distribution of required management information
- Act as a leading member of the on-site team and support other offices in the portfolio on an ad hoc basis when required
- Interact and engage with everyone based on your site and any visitor to your site requiring support demonstrating a professional and supportive service for all who you engage with
- Ensure compliance with all policies and procedures
Essential
- Strong organisational and general management skills
- Proven ability to lead, manage and develop teams while being a collaborative team player
- Excellent communication skills, with the ability to engage effectively at all levels
- Strong client care and service delivery focus
- Proactive, solution‑focused approach with strong problem‑solving skills
- Ability to work under pressure and adapt to changing environments
- High attention to detail with strong risk awareness
- Sound knowledge of Health & Safety requirements and compliance obligations
- Experience managing facilities operations, suppliers and SLAs
- Good IT skills, with confidence using a range of software and systems
- Demonstrable confidentiality and professionalism, working within regulatory frameworks
Desirable
- Knowledge of PPM schedules, SFG20 and asset management
- Budget awareness and experience managing overheads and project works
- Experience supporting business continuity planning
- Track record of improving processes and driving operational improvements
- Ability to develop specialist skills within teams to improve efficiency and cost effectiveness
- Experience contributing to wider business or account‑wide initiatives
- Demonstrated commitment to continuous improvement and openness to feedback
- 25 days holidays as standard plus bank holidays - You can ‘buy’ up to 35hrs of extra holiday too.
- Generous and flexible pension schemes
- Volunteering days – Two days of volunteering every year for a cause of your choice (fully paid)
- Westfield Health membership, offering refunds on medical services alongside our Aviva Digital GP services.
Additional information
We also offer a wide range of well-being initiatives to encourage positive mental health both in and out of the workplace and to make sure you’re fully supported. This includes our Flexible by Choice programme which gives our colleagues more choice over a hybrid way of working subject to role, team and client requirements.
We have been ranked in the Best Workplaces for Wellbeing for Large Organisations for 2024.
Our responsible business programmes are fundamental to who we are and our purpose. We’re committed to being a diverse and inclusive workplace where our colleagues can flourish, and we have established a number of inclusion network groups across our business to support this aim.
Our commitment to Social Responsibility, community investment activity and tackling climate change is a fundamental part of who we are. It’s made up of four strands: Our People, Our Community, Our Environment and Our Pro Bono.
As part of the Irwin Mitchell Group’s on-boarding process all successful applicants are required to complete the group’s employment screening process. This process helps to ensure that all new employees meet our standards in relation to honesty and integrity therefore protecting the interests of the Group, colleagues, clients, partners and other stakeholders.
We carry out pre employment screening to establish your eligibility to work in the UK, criminal record and financial checks with our trusted 3rd parties. The employment screening process will fully comply with Data Protection and other applicable laws. Irwin Mitchell LLP is an equal opportunity employer.
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