Facilities Manager

My client, a well established law firm in the City, are seeking a Facilities Manager to head up their Facilities team.

The FM will be responsible for the day to day delivery and management, operational oversight and continuous improvement of all facilities services across the firm including post, reprographics, records management, office services, health & safety, property services and management of the offsite document production contract, supporting the Head of FM at all times.

This role supports the firm’s strategic objectives and brand standards, ensuring a safe, efficient and high-quality working environment for all staff and visitors.

Responsibilities

• Deliver the vision and operational strategy for facilities services, in line with the firm’s objectives and standards.
• Champion a “client-first” approach for internal staff, ensuring all workplace touchpoints deliver outstanding service.
• Drive innovation and continuous improvement in service delivery, leveraging technology and best practice.
• Oversee all aspects of facilities services: mailroom, reprographics/print, records management and floor support.
• Work with the Head of FM to support and oversee where needed, all aspects of property services, including but not limited to contracts for cleaning, maintenance, security and minor works.
• Manage the offsite transcription and document production contract, ensuring robust supplier relationships, confidentiality, and service level compliance.
• Maintain oversight of health & safety compliance, including risk assessments, inductions, and emergency procedures, in partnership with the H&S committee and business continuity leads.
• Ensure effective resource planning, team coverage, and service continuity across all sites.
• Support building maintenance projects and coordinate with external contractors and managing agents to minimise disruption.
• Build, inspire, and develop a high-performing, multi-skilled team, fostering a culture of professionalism, collaboration, and continuous learning.
• Oversee recruitment, training, and performance management for all direct reports.
• Provide regular feedback, coaching, and development opportunities.
• Support budget management for facilities services, identifying opportunities for cost savings and service enhancements.
• Assist with tendering, benchmarking, and contract negotiations for relevant suppliers.
• Monitor and report on service usage, spend, and performance, using data and analytics to inform decision-making.
• Play an active role in workplace transformation projects, including office moves, refurbishments, and implementation of new technologies or service models.
• Work closely with the Head of Front of Workplace Services and Director of IT, Property & Facilities to ensure seamless integration of workplace services with IT, property, and facilities strategies.
• Liaise with other business support functions to deliver joined-up solutions and continuous improvement.

Skills and experience

• Experience in a workplace, facilities, or operational leadership role, ideally within a professional services or legal environment.
• Health and Safety Experience
• Proven track record of managing in-house teams and outsourced service providers to deliver high-quality, client-focused services.
• Strong organisational skills, with the ability to manage multiple priorities and projects
• Knowledge of health & safety, compliance, and business continuity best practice.
• Excellent interpersonal and communication skills, with the ability to influence at all levels and build strong relationships
• In depth Health & Safety experience and qualification (e.g., IOSH or NEBOSH)

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