Regional Facilities Supervisor

OVERALL SUMMARY

The main purpose of this role is to be responsible for managing the day-to-day facilities and line management of Facilities staff for the South region of the TrinityBridge office portfolio. To providing a safe comfortable and efficient working environment for staff and visitors that is well presented and maintained. You will also improve the department performance and financial efficiencies in relation to offices within your responsibility.

RESPONSIBILITIES

Facilities Operations

• Responsible for the safety and security of the offices and being the primary out of hours contact for escalation and coordination with the stakeholders. Ensure that robust processes are in place to mitigate any requirements or responsibility to fall to alternative internal stakeholders.
• Carry out regular inspections of the office noting any defects repairs required or other issues that need to be actioned reporting any issues that you cannot resolve or require expenditure approval to the Head of Facilities.
• Effectively and efficiently manage the security systems for south offices evidencing the necessary compliance requirements.
• Ensure that the in-house services to internal customers e.g. heating controls meeting room management stationery waste management etc. are provided to a high standard at all times. Ensure any issues are dealt with promptly and effectively. Adherence to clear desk policy GDPR policy and a clean professional environment is essential.
• Develop and implement Sustainability and Net Carbon Zero initiatives in line with company strategy
• Regularly attend office sites to proactively identify issues and maintain excellent client relationships
• Regularly communicating to staff to enhance the Facilities profile and proactively looking at positive change.
• Provide thorough operational manuals for the offices to ensure remote support to the office can be offered effectively in periods of absences.
• Work closely with the Head of Property & Facilities to continually develop the wider Facilities function with innovations and initiatives for the offices responsible for.
• Demonstration of effective reporting to the helpdesk and identifying trend analysis from MI on a monthly basis.
• Use CAFM system to arrange and manage site works and organise contractors.
• Form part of the escalation contact team for out of hours support and Business Continuity Plans.

Health & Safety

• Ensure compliance with Health Safety and Environmental legislation and company policies and procedures and maintain appropriate documentation to evidence compliance.
• Ensure robust procedures are in place easily visible and tested so that remote support can execute out of hours coordination where possible.
• Carry out initial investigation of any Accident or Near Miss reports taking any measures necessary to prevent reoccurrence and risk of RIDDOR reporting.
• Carry out initial investigation of issues raised through the online DSE assessments helping customers to adjust their chairs and improve their workstations and raising a request for a specialist assessment if required. Ensure DSE assessments are carried out following desk moves or if circumstances change.
• Undertake thorough induction processes for new starters and contractors.

Project Management

• Project manage the FM business area of any acquisitions for the South reporting back to the Head of Property & Facilities providing detailed reports as project planning as requested.
• Responsible for liaising with the relevant stakeholder for projects and internal moves. Be responsible for chairing meetings taking minutes and managing any future actions producing progress reports to the Head of Property & Facilities.

Contract Management

• Initiate monthly contract review meetings to manage SLAs and business expectations budgeting forecast preventative plans trend analysis etc. for service providers e.g. M&E Cleaning Security Waste Management etc. Setting agendas minutes provided and actions documented are a minimum for these meetings.
• Responsible for all contracts relating to the South offices and ensuring the contracts database is accurately managed to avoid missing key dates
• National contract manager for a key business service area to include performance management and budget forecast management.
• Innovative implementation for added service and value to the business.

Budget & Procurement

• Frequently review procurement opportunities and identify cost saving areas via tenders or business change patterns.
• Monthly budget review for South offices related spend
• Consideration for Capex expenditure supported by business justifications

Developing Our People:as a line manager you will be responsible for increasing productivity and developing performance through coaching mentoring and developing your team members. You will encourage your team to take responsibility for their own personal development and provide support through regular feedback.

Regulatory responsibilities Compliance/T&C

• Ability to demonstrate an understanding of the regulatory framework relevant to the role whilst practising effective risk management taking account of outcomes for clients.
  
• Understand follow and demonstrate compliance with all relevant internal and external rules regulations and procedures that apply to the conduct of the business. Follow principles and rules of the Financial Conduct Authority (FCA) and the internal requirements set out in the Compliance Manual local and Group Compliance and Risk policies.
  

WE WOULD LOVE TO HEAR FROM YOU IF:

• Minimum of 5 years experience working within a similar Facilities role - Essential
• Contract management experience Essential
• Budgetary experience - Essential
• Membership of IWFM Desirable
• Strong knowledge of M&E systems - Desirable
• Line Management experience - Desirable
• IOSH Managing Safely Desirable
• DSE Assessor experience - Desirable
• Written and verbal communication
• Problem solving and proactivity
• Flexible due to potential shift patterns
  

At TrinityBridge we look to recruit individuals from all different backgrounds and encourage you to apply even if you dont tick every box. We celebrate diversity promote inclusivity and are open to discuss flexible work options to help you balance your work and home life.

We appreciate that from time to time recruitment agencies will have speculative CVs that they may wish to submit to our Talent Acquisition team in relation to a specific role.

To avoid any ambiguity around fees please note thatspeculative CVs received by TrinityBridge that have not been authorised in advance by us will be ineligible for an agency fee. Thank you.

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At TrinityBridge we are all connected by our mission to be the best place in the UK for wealth professionals and their clients.

We believe that everyone should think ahead have a financial plan and invest wisely. Our clients are professionals business owners individuals charities families and employers who rely on our clear financial advice and investment management services to preserve and grow their long-term savings and investments.

We are a team of about 900 people based in 15 offices across the UK. Our geographic footprint means we can combine a local approach with face-to-face services to enable strong long-term relationships with our clients.

Sustainability is fundamental to our purpose and we have a responsibility to help address the social economic and environmental challenges facing our business colleagues and clients. We strive to do the right thing and are dedicated to helping the charities that matter most to our people.

We offer a wide range of inclusive benefits that provides our people with all the support they need to find a healthy balance in all aspects of their lives. We also invest in the growth of our people providing a sense of belonging and team spirit and the ability to thrive.

We recruit people from all backgrounds and are open to discussing all types of flexible working options helping our people to balance work and home life and make practical choices for wellbeing while delivering impact where it matters all of which contributes to our exceptional client experience.

We are committed to ensuring our recruitment process is accessible to everyone. We make adjustments for people who have a disability or long-term condition so if you need a job description or application form in an alternative format or would like to discuss the recruitment process with us please get in touch at.