Facilities Manager

At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success.

Haynes and Boone’s London office has more than 30 transactional and dispute resolution lawyers with deep industry knowledge and strong commercial sense. Our core strengths are in corporate, energy, finance, international dispute resolution, and shipping, and we partner seamlessly with our colleagues across the firm to serve clients worldwide. To accommodate our growth in London, we relocated in 2019 to a larger office at 1 New Fetter Lane in the heart of the legal district. Our strong presence in London allows us to link clients operating in the world’s interconnected energy and finance markets. Our office is recognised in the legal directories Chambers and Partners UK (Chambers and Partners) and Legal 500 UK (Legalease) for its areas of focus. Our talented team is fluent in 14 languages and provides clients with broad English law capabilities. We are committed to having a diverse workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork.

This exempt employee oversees the daily operation of law firm facilities. The Facilities Manager is responsible for the management of services and processes that support the lease space of the firm. The Facilities Manager is to ensure that the firm has the most suitable working environment for its employees. Ensuring that the building and other infrastructure are operating efficiently, safely and according to regulations. This employees’ general focus is using the best business practice to improve efficiency by reducing operating costs while increasing productivity.

The Facilities Manager is involved in both strategic planning and day-to-day operations, particularly in relation to space, security, and building issues. Areas of responsibility include, but not limited to: minor repairs, contract management with vendors, building and maintenance, cleaning AV and conference rooms, health and safety, security, space management, new hire office setups, lights, etc.

Essential Duties

• Coordinate with Office Administrator in the following areas but not limited to general repairs and maintenance of equipment and furniture in conference rooms, beverage service areas, cost control, offices, document rooms.
• Coordinate with building management on electrical, HVAC, plumbing, fire safety, general security.
• Coordinate equipment/furniture installation with outside vendors.
• Ensure the firm is compliant with Health & Safety legislation as per the Health & Safety at Work Act 1974.
• Orchestrate internal or external moves of offices or people, furniture and equipment.
• Support construction/renovation projects.

Other Duties

• Preparing documents to put out worksite rules and schedules for contractors.
• Project management and supervising and coordinating work of contractors.
• Calculating and comparing costs for required services to achieve maximum value for the budget.
• Keeping the Office Procedures Manual up to date.
• Manage and lead work or construction to ensure minimum disruption of the office.
• Security to provide a safe and secure environment for employees.
• Maintenance on all firm equipment.
• Keep the space clean and well maintained.
• Lead the recycling program.
• Follow-up on work orders requested within the firm and follow up on any deficiencies.
• Operate side by side with contractors to guarantee satisfactory work and following up on any deficiencies.
• Respond appropriately to emergencies or urgent issues as they arise.
• Perform related duties as assigned.
• Assist Office Administrator with other work as and when required.

Reporting Relationship

The Facilities Manager reports directly to the Office Administrator.

Qualifications

Knowledge/Experience

Proficient in facility management procedures and terminology, ideally in a law firm or professional services environment.  Knowledge of basic concepts of algebra and geometry that calculate figures and amounts for discounts, interest, commissions, proportions, percentages, area, circumference and volume.  5 years + in a management role with related experience and/or training.

Skills

Able to comprehend blueprints.  Able to create and manage a budget.  Ability to read and interpret documents such as safety roles, operating and maintenance instructions and procedure manuals.  Ability to communicate effectively (written and verbal) with vendors, internal and external clients.  Ability to stay on tight schedules/deadlines and to work under pressure. 

Education

One year certificate from college or technical school or equivalent combination of education and experience.

Physical Demands

Must be able to move around the office up to 70% of the time to inspect the office space or inspections relating to health & safety, ensuring cleaning company has carried out duties, make copies, scan, file, etc. Remains stationary at least 30% of the time. This position operates computers and other office productivity machines (e.g. copier, printer, etc.) on a regular basis. This position requires constant communication and exchange of information with the Firm attorneys, clients and staff. This position must be able to inspect and observe information on a computer screen at least 80% of the time. The Manager of Facilities must frequently move up to 10 pounds and occasionally move up to 50 pounds. 

Must frequently be able to inspect office space for maintenance issues and identify specific repairs.  Frequently required to position self to perform regular maintenance/repairs and to use power tools.

Working Conditions

Office environment.  Occasional Travel.