Login to Apply

Internal Job Title: Facilities Manager
Business: Lucy Group Ltd
Location: Oxford
Job Reference No: 4451

Job Purpose:
To manage the facilities and procurement activities of the Lucy Group Head Office, Lucy Real Estate offices and outlying Lucy Group Business Offices (as directed) in accordance with business goals and relevant legal requirements.

Business Overview:
Lucy Group is an international group that makes the built environment sustainable.
Our electric businesses advance the transition to a carbon-free world with infrastructure that enables renewable energy and smart cities. Our real estate businesses support sustainable living through responsible property development and investment.

Job Dimensions:
This role will report into the Group Head of Health, Safety and Sustainability.

The role will be entirely office based.

The role will have a small team, including a front of house coordinator and an office coordinator and will work with the Executive Directors, their assistants and core group functions. The role requires the holder to communicate adeptly with key stakeholders.

The role holder will be a highly motivated individual with a proactive approach, they will have proven experience in facilities and asset management in a relevant commercial environment, a working knowledge of health and safety matters, and demonstrable experience of procurement of goods and services in a HQ environment. Excellent customer service and communications skills are essential.

Key Accountabilities:
These will include:

Plan, manage and oversee all works of all contractors, staff, and other parties to ensure the quality of delivery, that the works are within the agreed scope and value for money, and that relevant contracts are in place to meet agreed deadlines
Ability to prepare an annual business plan and budget for the facilities portfolio and to undertake regular project reviews to ensure accountability for the budget as well as progress of the works and projects
H&S Inductions and workspace assessments
Responsible for procuring defined goods and services for the portfolio
Managing refurbishments relocations or renovations as they arise in the portfolio and being available for advice to other business units on similar projects
Will champion and drive through the implementation of the group purchasing policy across the core group functions
Supervise multi-disciplinary teams of staff, including cleaning/maintenance and ensure the highest standard of front of house and building housekeeping is maintained throughout the HQ building
Leading commercial tender and review processes, negotiating financial terms/service levels and appointment of all facilities contracts.
Identifying new components and obsolescence with the suppliers
Managing contract reviews and terminating arrangements
Lifecycle planning of assets and facilities asset management - create a framework for how to operate, maintain, renew, and retire high-value assets
Undertake regular site inspection as agreed with management, monitor the state of repair, complete inspection reports, and action any necessary works on approval of management
Ensure that all contractors and staff follow agreed protocols/ procedures relating to works being carried out and approvals sought as directed
Dealing with all queries expediently and professionally including arranging and attending periodic staff meetings, actioning subsequent minutes and works
Develop and promote good working relationships with all office staff and other key stakeholders
Use performance management techniques to monitor and demonstrate achievement of agreed service levels/ conduct and lead to improvement
Identify deficiencies of work/service and report to management
Implement improvements to service delivered by contractors, staff, and other parties
Manage and lead change to ensure minimum disruption to core activities
Prepare documents for tender for contractors and calculate and compare costs for required goods or services to achieve maximum value for money
Direct, coordinate and plan essential services such as reception, security, maintenance, mail, stationery, car parking, EV charging, health & safety, archiving, cleaning, catering, telephones, waste disposal, and recycling
Compiling weekly updates to the Group Head of Health, Safety and Sustainability
Respond appropriately to emergencies or urgent issues as they arise and deal with the consequences
Ensure full compliance with all current and impending Health and Safety legislation, including the full implementation of annual Health and Safety Risk Assessment Reports and Fire Risk Assessments.
The facilities support and front of house team also perform reception and defined office-based administration activities. These activities will be managed by the Executive Assistant to the Executive Director & Company Secretary on a matrix management basis with this role.

Qualifications, Experience & Skills:
Essential:

Must have had management responsibility for multi-site building and facilities management of commercial buildings in previous roles, including asset management and procurement
IOSH/NEBOSH qualified with knowledge of Health and Safety legislation as applied to managed commercial property
At least 10 years' experience in facilities management and supplier selection, qualification, evaluation, contract and price negotiations
Excellent organisational and people management skills, time management, ability to prioritise and organise own workload and able to work to deadlines
Energetic and natural completer with "can do" approach
Attention to detail
Good working knowledge of Microsoft Office/Excel, Teams and Word
Technical understanding of how a building works from a M&E point of view
Ability to manage contractors and staff
Ability to communicate well with key stakeholders and manage expectations appropriately
Collaborative team worker who has an ability to work under matrix management principles
Desirable:

A training qualification from IWFM
Membership of CIPS or a willingness to work towards and obtain a minimum of level 5 Advanced Diploma in Procurement and Supply certification
Prince2 or Agile qualifications in project management

#CVLAbout Us:
Lucy Group Ltd is the parent company of all Lucy Group companies. The Group is on a mission to improve people's lives with intelligent power, smart lighting and sustainable homes. Since its origins in Oxford, UK, over 200 years ago, the group has grown and diversified. Through various businesses, today we employ around 1800 people worldwide across five continents and has a turnover exceeding £400m