Facilities Manager at GardaWorld

Job Description (adsbygoogle = window.adsbygoogle || []).push({}); GardaWorld International Protective Services is the international security division of GardaWorld Security Corporation, the world’s largest privately owned security company. Our services include static security, consulting, threat monitoring and reporting, crisis response, logistical support, mobile security, close protection, training and risk management. Role’s ResponsibilitiesPremise management Ensuring office efficiency is maintained by carrying out planning and maintenance f equipment procurement, office layouts and systemEnsure all office related licenses are up to date,Managing all soft and hard servicesMaintaining positive and beneficial subcontractor relationships; continuously reviewing services to ensure they are relevant and cost effective, negotiate contracts and rates to ensure value for moneyKey contact: For all workplace/warehouse-related queries including maintenance, post, supplies, stationery, and equipment, liaising with the landlord, building management, security receptionist ,cleaners, and suppliers & managing incoming invoicesBuilding/Office maintenance and reporting any issues with the building and Security Supervisors, or maintenance contractors and manage insurance claimsAttending regular tenants’ meetings with building SupervisorsOversight of relevant budgets; input to planning process and ensuring all office related invoices and expenses are dealt with promptlyManage office management related accounts as relevant e.g company subscriptions, post, HVAC Systems, rent, electricity, shared services, courier etc. and actively seek to optimise performance and costsManaging supplies: inventory to ensure stocks are regularly maintained and replenished, review needs and manage all related costs.Balance cost effectiveness of the operations, while maintaining safety and comfortReview and organise the workplace layout, ensure desk booking tool is properly used, constantly seek out ways to improve the space and environmentTimely set up of all new starters – ensuring that access cards, parking access cards, business cards and desks (including remote office equipment) are all set up prior to start dateArranging couriers, sign for packages and distribute postConduct inductions with all new starters; ensure induction is current and aligns with the culture of the organisationThis individual will supervise support and cleaning team who are on-site in and out of office hours; ensuring supplies required are in stock, holidays are covered, and invoices are paidFinancial Management: Prepare the yearly office budgetManage the office budget and all related costsReport on monthly and quarterly on costs and expenses Travel: Support with travel medical and security account and raise any issues or concerns with the facilities Business Continuity, Health & Safety Ensuring the office complies with health & safety legislation and best practices such as first aiders; fire wardens, accident book, etc.Be the main point of contact for Crisis Management, Business Continuity and Emergency Response Teams, and revise and update plans when necessaryEnsure Ergonomic Assessments are conducted regularly and work with the Head of Facilities to maintain a register of same Administrative Support General administrative duties, including invoice processing, and management and support for central administrative tools for the team, budget, pipeline, portfolio and HR tools. Requirements Of The Role HolderSkills & Experience Experience as Facilities Coordinator, Operations Assistant, managing or coordinating premise operations in a complex multicultural environmentDiploma/ Degree holder in engineering profession.2 years’ experience in similar field.Strong administrative experience in a busy and complex environment; good experience as a schedulerExperience in organising and managing eventsReactive to the needs of our office and people. Strong interpersonal skills – engages with others to get the best out of them and works well as part of a teamExcellent time management skills and natural ability to multitask. Ability to work well independently with a hands-on approach; a motivated self-starter with good problem-solving skillsProblem-solving – the ability to identify the cause of issues, critically consider, and offer a range of potential solutionsA creative and enthusiastic mind with an ability to suggest improvementsA proactive, helpful attitude and the ability to be flexible in various situationsDemonstrates professional, sound judgement and the highest ethical standards, confidentiality and personal integrityExceptional client servicing and organisational skills; able to be flexible as priorities and needs change, and works well under pressureExcellent attention to detailCapacity to work under pressure and in a range of cultural and socio-economic contexts , adapting style and approach appropriately and in a culturally sensitive manner to maximise effectivenessIT proficiency – must possess strong Microsoft skills, particularly in Outlook, PowerPoint, Excel and Word, and have the ability to learn new packages, when requiredGood numeric and analytical skill, with an understanding of budgets.