Facilities Manager & Workplace Experience Lead

About Us
We are a leading privately owned managing general underwriter with a global presence, specialising in property, bespoke and specialty insurance and reinsurance solutions. Our operations span underwriting, claims management, exposure management, outwards reinsurance and portfolio analytics, supporting clients across a diverse range of markets.In addition to our core underwriting activities, we support the development and growth of specialist underwriting businesses through an incubator platform designed to foster innovation and entrepreneurial talent. Operating independently, we combine deep market expertise with a collaborative and agile approach to delivering specialist risk solutions worldwide.


The role
The Facilities Manager Workplace Experience Lead (FMWEL) will be responsible for managing all aspects Facilities services and associated contracts for all office premises across all London Locations
The FMWEL will deputise for the Group Head of Facilities in their absence and be the point of contact for stake holder interactions.
The main office in London will be the flagship operation in Facilities services across the business, as such the FMWEL will be the main point of contact for Facilities in the UK, supporting the Facilities Management representatives from the smaller or regional offices as an SME for Facilities related issues.
The FMWEL will work in conjunction with the Group Reception Manager in delivering exceptional customer service throughout the offices, maintaining, and enhancing the employee experience and simultaneously exceeding guest expectations.
Key accountabilities
Team Management

The FMWEL will work in conjunction with the Group Reception Manager in delivering exceptional customer service throughout the offices, maintaining, and enhancing the employee experience and exceeding guest expectations.
Lead, coach and develop the facilities team setting clear expectations, providing regular feedback and guidance, and identifying development opportunities to build capability, accountability and high performance,
Create and agree an annual training plan to ensure cross training is achieved across all locations to build a strong team.
Perform regular appraisal meetings and set structured achievable goals to promote personal development.
Support the GHFM in building a professional proactive team across all locations.

Health, Safety, Security and Environmental Management (HSSE)

Take immediate action to resolve issues as soon as they are identified, and speak up promptly where risks or concerns are observed to help prevent incidents from occurring.
Ensure all Facilities contractors, suppliers and associated services are performing tasks in line with H&S legislation. Review RAM's and Permits to work to minimise the impact on employees and guests.
Using the companies preferred H&S monitoring tool Vantify, maintain all relevant health, Safety and compliance records including all incidents and accidents for TFP and associated companies across the UK Property portfolio in line with agreed KPI's.
Provide comprehensive management reports to demonstrate HSSE compliance status to senior management and stakeholders including but not limited to, Workstation Assessment Health Summaries, Security audits, Contractor Management reports, H&S audit updates.
Act as the Chief Fire Warden for evacuations and support the planned evacuation schedule for the other Fidelis office locations.
Recruit First responders and arrange training.
Champion the continuous commitment to the business Environmental policy by introducing green initiatives, monitoring waste and improving recycling
Maintain the security of the premises by ensuring strict security protocols are followed and ensuring all relevant staff are aware of the process. Monitor security of the buildings by integrating access reports, to ensure access levels are relevant to the job role. Ensure all leavers are deactivated from the system as soon as possible after they leave.
Manage the companies preferred Crisis management messaging tool to coordinate emergency procedures and manage incidents.

Front of House

Visitor Management - Ensure the FOH team are fully competent with the security arrangements and guest registration process for each UK location.
Meeting Room Management, working with the Group Reception manager, ensure that the Facilities in each room are well maintained, in working order and resolve maintenance issues promptly.

Supplier Management

Oversee small works projects and enhancements to the office ensuring the space is maintained to a safe and secure standard throughout the project.
Have a full and clear understanding of the supplier contracts and deliverables, including budgets, KPI's, SLA's and compliance. Ensure the suppliers are clear on expectations and deliver accordingly.
Ensure regular review meetings are held with the main suppliers to encourage a partnership approach to services with the goal of providing TFP with best-in-class office service across all aspects of Facilities.
Monitor Maintenance schedules and maintain relevant service records for the purpose of evidencing HSE compliance for all UK locations.

Skills & experience

6+ years previous experience in the role of Facilities Manager or a Senior assistant Facilities Manager. Exposure to Health, Safety, Security and Compliance Management.
Strong team leader with a focus on exceptional customer service and can-do attitude.
Strong written and verbal communication skills with the ability to interact with services staff and executives with the same professional confidence, building relationships at every level of the organisation.
Ability to analyse a situation calmly, decide on the solution and act quickly to maintain services with minimal impact on the business.
A natural problem solver that takes ownership of a situation and follows the solution through to conclusion.
Very organised and proactive, with high attention to detail and excellent work ethic.
Good understanding of the Microsoft Suite (particularly Word, Outlook, Excel) and the desire to learn new systems
Understand basic Health, Safety and Compliance in an office environment and a willingness to continue learning and implementing best practice in the workplace.
Able to work well independently and maintain a positive outlook when under pressure.