Facilities Manager

WSETs purpose is to empower people through inspiring learning experiences all over the world. We offer a comprehensive suite of globally recognised qualifications covering wines spirits and sake.

We are the worlds leading provider of qualifications in wines spirits and sake delivering over 140000 exams each year to candidates in over 70 countries via our network of Approved Programme Providers (APPs).

The successful applicant will contribute to a culture of integrity empowerment dynamism and inclusivity within WSET.

Any offer of employment or your ongoing employment is conditional upon the successful completion of a thorough background check by an independent third party.

NB If you currently work for one of WSETs APPs you may not be eligible to apply for this role subject to your future career plans and the nature of that role. If you work for an APP either in a selfemployed or employed capacity and would like to discuss your eligibility please contact the hiring manager.

WSETs buildings

WSET has three buildings with seven tenants:

Baden Place (25332 ft²) was constructed in the 1980s to provide character studio accommodation extending to over ground and three upper floors with six car parking spaces at ground floor level.

Bermondsey Street (21733 ft²) our school with 5 floors.

Bickels Yard (3550 ft²) currently vacant.

Our Facilities Manager is responsible for managing the facilities and maintenance of our buildings on behalf of WSET and its tenants as well as ensuring that health safety and sustainability activities and procedures are compliant. The support supervision and development of the Facilities Coordinator is an important part of the role. The role is based on our premises in London and requires occasional outofhours working. Here are some details of the role:

Stakeholder Management

• Oversight of FMrelated operational activities working in partnership with thirdparty service providers and inhouse teams to meet the business and occupancy needs.
• Project delivery.
• A trusted professional who develops strong and positive relationships with our clients colleagues and tenants.

Contract Management duties include:

• Source and review service contracts including the definition of requirements sourcing quotes negotiating prices and contracts.
• Maintaining trusted relationships with suppliers.
• Renewing existing contracts to ensure services remain adequate and competitively priced.
• Manage and oversee standards of services.

Building services and Maintenance:

• Manage and oversee hard serves i.e. HVAC Plumbing Electrical. Checking all systems are within working conditions and to standard.
• Propose and monitor building services and maintenance budget.
• Manage tickets through help desk FM system ensuring timely responses to maintenance issues.
• Manage facilitate and undertake adhoc daily requests by departments.
• Manage PPM scheme ensuring all contractors are managed effectively on site.
• Undertake regular building inspections complete reports and initiate/progress any required works with suppliers.

Health Safety & Environmental:

• Review all relevant Risk Assessments and highlight any potential risks and improvements both internally and for consultants and contractors.
• Ensure risks are assessed in priority and managed appropriately.
• Ensure compliance with all current statutory legislation in respect of health and safety and the environment such as legionella fire safety lifts etc.
• Conduct Covid19 risk assessments and ensuring adequate PPE stock.
• Ensure Fire Warden First Aid and Manual Handling lists etc; are up to date and adequate cover is maintained.
• Review and update fire procedures and fire risk assessments.
• Ensure signage is correct compliant and updated i.e. Fire Covid19 etc.
• Conduct H&S inductions to all staff as required and ensuring logs are maintained and updated.
• Set up the relevant training for First aid and Fire with Facilities coordinator.
• Review all internal practices in line with legislation and regulatory requirements i.e. Fire Legionella control Building controls etc.
• Produce review and maintain policies and procedures in line with relevant HSE guidance.
• Ensure all relevant employees are aware of updated policies and procedures.
• Ensure security and emergency procedures are robust and always adhered to taking an active role in the event of emergency situations (organisational resilience & crisis response) and out of hours.

Project Management & Capital Expenditure:

• Initiate plan execute monitor/control and close capital works projects in line with external consultants.
• Review update and budget capital expenditure based on life cycle reports.
• Build lasting relationships and communicate with internal and external stakeholders before during and after Capital Projects.
• Ensure projects are completed with minimal disturbances to departments.

CCTV & Access control

• Maintain the access control and CCTV systems and work with the relevant contractor and HR to keep the systems up to date and monitored correctly in line with GDPR requirements.

Financials

• Ensure relevant contracts and purchase orders are in place for all works.
• Assist in managing the Service Charge budget.
• Adhere to Capital and Operational budgets.

Management:

• Coach support and develop our Facilities Coordinator.
• Streamline processes and drive efficiencies i.e. Invoice checking Purchase orders etc.
• Create guides to support junior member(s) of the team.
• Train junior member(s) of the team in H&S i.e. conducting basic risk assessments.
• Ensure all people related policies and procedures are followed (including absence reporting and performance management processes).

Other

• Any other duties that may reasonably be required from time to time such as seasonal and business events.

Essential Criteria:

• Demonstrable proven experience in a Facilities Management capacity
• Expertise and Experience in Procurement and Tender Processes.
• Detailed and proven knowledge and experience of mechanical and electrical systems.
• Full and clear understanding of health and safety risks processes and legislation.
• Expertise in initiating planning executing monitoring/controlling and closing capital works projects.
• Working with external consultants and advisors.
• Understanding of owner occupier and landlord/tenant relationship.
• Ability and proven experience of management report writing.
• Ability to communicate effectively through Microsoft Office suite.
• Prior experience of budget responsibility.
• Proven track record of stakeholder management.
• Experience of managing a small team.
• Ability to work onsite and to work in the evenings or at weekends as required.

Desirable Criteria:

• Experience of working in a tenanted environment from a landlords perspective.
• Membership or Associate Membership of BIFM.
• Accreditation with IOSH and/or NEBOSH.

Definitions:

Fully remote Can be performed entirely remotely from any location.

Hybrid remote Performed as a mixture of inoffice and remotework.

Temporarily remote Performed in a single location such as an office or at a job site but which is temporarily remote during special circumstances).

UK Benefits

Annual Leave 27 days pa public holidays increases with service; ability to buy/sell 5 days

Pension (options availableafter three months):

5% Employee (EE) 3% Employer (ER) contributions.

Option 1: 3% EE 5% ER

Option 2: 5% EE 8% ER

Option 3: 7.5% EE 12.5% ER

Option 4: 9% EE 15% ER

Health insurance (after three months):

Vitality scheme post probation Access to virtual GP appointments Rewards include Caffe Nero drinks Cinema Tickets Apple Watch Cash Back on Waitrose shopping Amazon Prime membership 75% off at Champneys 6 month subscription with HeadSpace Discounted Weight Watchers membership and gyms such as Virgin Active orNuffield Health Smoking Cessation day worth 300 and half price health screens

Eye voucher scheme

Food and drink in the office

Nespresso coffee makers and a range of other drinks fruit cereals soups

Season ticket & gym membership loan scheme

Group income protection scheme

EAP

24/7 confidential help and support from trained counsellors and advisors

Death in service

4x annual salary paid to nominees with associated bereavement support for family

Enhanced family friendly leave and pay

Celebration vouchers

Cycle2Work scheme

Discretionary bonus

Development WSETs inhouse training and qualifications in Wines Spirits Sake and Beer as well as other professional development opportunities