Facilities Manager

Facilities Manager

Shift Pattern:

Standard 40 Hour Week (United Kingdom)

Scheduled Weekly Hours:

40

Corporate Grade:

D - Assistant Vice President

Reporting Line:

(UK Division) CFAO Office

Location:

UK-London

Worker Type:

Contract

Overall Purpose of Role

To assist the facilities department in delivering a high level of service to the HKEx Group, Management, staff and users of the trading floor within the LME and LMEC.

Ensure that regulatory and legislative requirements are met and adhered to, and delivered to, a high standard with a strong focus on operational resiliency.

Responsibilities

Staff Management:

Management of Facilities team staff alongside and in the absence of Head of Facilities.

H&S:

Management and development of H&S arrangements alongside the Head of Facilities, taking responsibility during any absence.

Postroom:

Management of Facilities and Postroom Assistant and all related services.

Security:

Managed outsourced LME security systems contracts.

Ensure LME’s premises are protected at all times via fully maintained ACS and CCTV.

Ensure the Facilities JLM process is managed and staff passes are audited as per policy.

Management of ACS including making up and editing passes, running and checking reports.

Reception:

Manage outsourced reception team.  Ensure staff levels are maintained and contractual levels met.

Hold and record monthly meetings with outsourced reception company.

Ensure reception and switchboards are staffed to agreed standards and calls answered and routed correctly and in a timely manner.

Ensure reception training handbook is maintained and updated.

Management of temporary staff passes.

Management of hospitality requirements through reception team.

Meeting rooms:

Ensure outsourced reception service manages meeting room calendars, refreshments, and raise tickets for any equipment requirements.

External visits and events:

Liaise with internal departments and assist with the co-ordination (reception, catering, security, building management, etc.) of external visits to the LME.

Provide and arrange the necessary Facilities support for any on-site events.

Cleaning:

Manage outsourced cleaning company.

Hold and record monthly meetings with outsourced cleaning company.

Ensure LMEs offices are cleaned to agreed levels and ensure that contractual requirements are adhered to, within the KPI’s.

Liaise with building managers regarding the cleaning of common parts.

Vending:

Manage outsourced vending providers.

Ensure that vending machines are maintained and stocked by vending company, within the agreed SLA/KPI agreement.

Budgets:

Ensure POs are raised for all orders, invoices matched and monthly PO sheet is maintained.

Post room:

Arrange team cover for post room activities in the Facilities and Post room Assistance’s absence.

General:

Liaise with building managers relating to building issues.

Assistance of ad-hoc projects as directed by Head of Facilities.

Academic and Professional Qualifications Required

• A good general education, particularly English
• NEBOSH general certificate in H&S (essential)
• Knowledge of AutoCad (preferred)

Required Knowledge and Level of Experience

• Significant CRE / Facilities Management experience

• Good knowledge of CSR and environmental reporting
• Previous experience of managing SLA’s and KPI’s to ensure expected and agreed quality of service and operational efficiency is achieved
• Good understanding of contracts and negotiations
• Experience/knowledge of tendering process

Skills set and Core Competencies Required for Role 

• Excellent communication skills
• Must have the ability to work as part of a team and to use own initiative, when necessary.
• Highly organised and excellent planning and organisational abilities
• Computer literate in MS Office programs
• Strong contract management skills.
• Good level of oral and written skills including proof-reading.
• Must have the ability to solve problems and make decisions.

Personal Qualities:

• Excellent interpersonal and communication skills
• A high level of credibility
• Team Leadership Skills