Job Description

Castleton Commodities International (CCI) is seeking an experienced Facilities Manager to oversee all aspects of facilities operations, maintenance, and safety for our London office, with additional oversight for other regional locations (currently Geneva). This role plays a critical part in ensuring the smooth functioning of our office environment by managing all hard and soft facilities services, vendor relationships, and compliance programs.
The ideal candidate will be a self-driven, technically proficient professional with proven facilities management experience in a fast-paced Financial or Professional Services environment. This position requires strong project management, stakeholder engagement, and hands-on operational expertise to ensure an efficient, compliant, and high-performing workplace.
Responsibilities
Facilities Management
Manage, plan, and benchmark all contracts, vendors, and services for the London office and other locations as required.
Oversee preventive and reactive maintenance of hard services, including HVAC, plumbing, electrical systems, UPS, transfer switches, and building plant equipment via third-party vendors.
Ensure consistent delivery of soft services such as cleaning, catering, and other office support functions.
Act as the first point of contact for the landlord and building management agents, managing relationships and coordinating on all facilities-related projects and service quality.
Negotiate effectively to resolve facilities and building issues, ensuring CCI's best interests are represented.
Lead facilities-related project management activities, including annual building blackout testing and capital improvement projects.
Implement maintenance programs and performance metrics to ensure reliability and continuity of operations.
Maintain up-to-date documentation for building systems, vendor contracts, and maintenance schedules.
Collaborate with HR and IT teams to execute office and desk allocations, coordinate workspace changes, and manage seating plans.
Maintain current floor plans and provide regular and ad hoc reporting on office space utilization.
Gather and document requirements from stakeholders to support efficient workspace planning and reconfiguration projects.
Support office administration and events teams in planning and executing internal events and functions.
Manage the London office's bike parking program and other facilities-related amenities.
Budget and Cost Management
Manage the London office facilities budget, including forecasting, cost tracking, and optimization efforts.
Lead and report on rent reviews and contract renewals.
Continuously evaluate opportunities for cost reduction and process improvement across facilities functions.
Security and Access Control
Manage building and office security systems, including CCTV and access card administration.
Oversee out-of-hours access for contractors and vendors, ensuring proper authorization and documentation.
Maintain an accurate inventory and process for access card issuance, deactivation, and renewal.
Design, implement, and test emergency preparedness procedures to ensure safety and business continuity.
Health & Safety (H&S)
Ensure compliance with all UK Health & Safety regulations and CCI's internal policies.
Maintain a documented compliance schedule, risk assessments, and safety reports.
Conduct or coordinate general and fire risk assessments, as well as DSE evaluations when required.
Deliver Health & Safety inductions for new hires and support general office tours in collaboration with the Office Manager.
Manage and train first aiders and fire wardens, ensuring legal coverage and current certification.
Work collaboratively with HR to implement and monitor employee welfare and workplace safety initiatives, including any necessary public health measures.
Qualifications:
10+ years of experience in a Facilities Management role, ideally within a Financial Services or Professional Services firm, with solid technical exposure.
Strong working knowledge of building maintenance and plant systems, including BMS, HVAC, UPS, Transfer Switches, and Electrical Systems.
Demonstrated ability to project manage plant maintenance and facilities engineering projects, including direct oversight of technical activities.
Established network of vendors and trades professionals to address facilities issues efficiently and reduce reliance on general contractors.
Facilities engineering background or technical proficiency preferred.
IOSH and/or NEBOSH certification and IWFM Member level (or higher) highly desirable.
Proven ability to build and manage stakeholder relationships at all levels, including senior management.
Strong capability to work autonomously, taking full ownership of processes from planning to execution.
Exceptional organizational skills with high attention to detail and the ability to multitask under pressure.
Excellent communication and negotiation skills, with a clear, professional written and verbal style.
Proficient in Microsoft PowerPoint and Excel (intermediate level).
Collaborative team player who works closely with HR, IT, and Admin teams and demonstrates the ability to mentor junior colleagues.
Resilient, adaptable, and able to perform effectively in a fast-paced environment with occasional after-hours or weekend work as needed.
Employee Programs & Benefits:
CCI offers competitive benefits and programs to support our employees, their families and local communities. These include:
Competitive comprehensive medical, dental, retirement and life insurance benefits
Employee assistance & wellness programs
Parental and family leave policies
CCI in the Community: Each office has a Charity Committee and as a part of this program employees are allocated 2 days annually to volunteer at the selected charities.
Charitable contribution match program
Tuition assistance & reimbursement
Quarterly Innovation & Collaboration Awards
Employee discount program, including access to fitness facilities
Competitive paid time off
Continued learning opportunities
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Skills Required