Job Description

General:
UK Facilities Manager -
Job Title:
Facilities Manager (UK)
Division:
Beazley Shared Services Commercial Management
Reports To:
As per Beazley's organisation chart
Key Relationships:
All staff, internal and external clients, outsourced providers
Team:
Head of Facilities, Facilities Manager (UK Regional and ROW), Assistant Facilities Manager, Housekeeping, Reception, Travel Management Company, Office Managers - UK Regional and ROW
Job Summary:
This is a multi-disciplinary role covering a range of activities which together provide a safe and efficient working environment for all staff. The role covers strategic facilities management (Office Leasing, space planning, security, ESG, reporting, management of buildings and relevant suppliers), Health & Safety (H&S) management, Global Travel Management, Sustainability and day to day facilities management including front of house reception, hospitality and events.
Direct Reports:
Hospitality supervisor, Reception team, hospitality team
Key Responsibilities:
Facilities Management:

• Management of building Leases and property management for UK offices
• Management of supplier contracts, ensure best in class services are provided to the Company
• Management and coordination of building repairs, decorations and maintenance, ensure issues are identified and repairs are completed in a timely manner.
• Day to day facilities management for business operations, including but not limited to the coordination of team moves, space management reviews, liaison with suppliers
• Coordinate procedure reviews to ensure processes are fit for purpose Manage the online facilities tracking system
• Management of Beazley access control and all locker systems
• Management of inhouse lunch providers
• Liaising with internal stakeholders in relation to brand, security and all other areas of the business?

Project Management:
Manage security and access control systems and processes

• Manage occupancy levels including occupancy reports and data (collated globally)
• Make recommendations for office fit outs and moves
• Assist the Head of Facilities with the research, planning and coordination of office fit outs and moves for company locations, ensuring appropriate timescales and involvement of key stakeholders
• Engage and manage external suppliers as appropriate

Travel Management:

• Manage day to day external TMC (Travel Management Companies)
• Manage contracts with travel suppliers & hotel programs
• Manage data and MI reporting to teams and sign off controls reporting
• Liaise with ESG governance to identify duplicate travel and policy compliance
• Manage monthly TMC meetings, spend, Data and MI

Sustainability:

• Manage carbon reporting and carbon management programs
• Manage and collate electric and gas and other ESG reporting requirements
• Sign off controls reporting systems

Staff Management:

• Manage the Reception, Meet & Greet Services and Hospitality Team consisting of both permanent and temporary staff
• Support the Hospitality Supervisor and Reception team to ensure the Front of House services are adequately staffed to provide the required service
• Ensure all direct and indirect reports are adequately multi-skilled and trained to assist in all areas of Front of House (Reception, Meet & Greet Services and Hospitality)
• Plan, organise and provide training for the Front of House services team to provide the highest standard of internal and external customer service possible
• Monitor and review service outputs by the team and make recommendations for improvements and efficiencies where appropriate

Hospitality:

• Ensure the Front of House environment is adequately resourced and maintained to the required aesthetical standard
• Provide relief duties for the Front of House team where required (holidays / sickness / events)
• Manage relevant soft-services relating to the aesthetics of the environment reporting faults/issues as appropriate (Cleaning / Maintenance / Redecorations) Ensure Front of House and Back Office support zone / tea point areas remain H&S compliant with regard to the cleanliness, environment and handling of food and drink

Other:

• Maintain a compliant work environment, ensure policies and risk assessments are reviewed and updated as appropriate and policy documents are uploaded to the intranet in a timely manner
• Raising purchase orders and approval of invoices in conjunction with the Head of Facilities Manager

General:
At Beazley we are committed to doing the right thing because it is the right thing to do. It is important that within all your interactions both internally and externally you adhere to this principle through adoption of Beazley's core values and behaviours --Adopt the Beazley culture of Professionalism, Integrity, Effectiveness and Dynamic that contributes to an internal environment of teamwork and promote a positive brand image and experience to our external customers.

• Comply with Beazley procedures, policies and regulations including the code of conduct. Undertake training on Beazley policies and procedures as delivered by your line manager, the Talent Management development or assurance teams (compliance, risk, internal audit) either directly, via e-learning or the learning management system.
• Display business ethics that uphold the interests of all our customers.
• Ensure all interactions with customers are focused on delivering a fair outcome, including having the right products for their needs.
• Comply with any specific responsibilities necessary for your role as outlined by your line manager, the Talent Management or assurance teams (compliance, risk, internal audit) and ensure you keep up to date with developments in these areas. This may include, amongst others, Beazley's underwriting control standards, Beazley's claims control standards, other Beazley standards and customer relationship management.
• Carry out additional responsibilities as individually notified, either through your objectives or through the learning management system. These may include membership of any Beazley committees or working groups.

Personal Specification:
Skills and Experience

• Ability to work to deadlines
• Experience in management of at least three direct reports
• Experience in a similar role in building or facilities management

Competencies

• Project management
• Concern for quality
• Information seeking
• Initiative
• Problem solving
• Customer focus
• Time management
• Team working
• Self-motivated
• Flexible

Qualifications

• H&S qualification
• IWFM (Institute of Workplace and Facilities Management) or equivalent qualification preferable

Skills Required