Job Title
Workplace & Facilities Manager
Job Description
The Workplace and Facilities Manager will provide leadership and accountability for all London Workplace and Office Management functions. The role will have line management responsibility of the London Workplace Team, which comprises of 3 people. The role will also support the AVP Facilities Management in developing workplace standards and experience in all global locations. This will include design, employee facilities, change management, compliance, communication and project management.
The Workplace and Facilities Manager will demonstrate proactive, local leadership with all stakeholders and contribute into a high performing, globally focused Facilities Management team.
The role will support global business objectives, with a significant focus on high quality workplaces and delivering best-in-class enterprise-wide Facilities Management support. A key focus of the role is to assist in developing and refining hybrid model office environments, prior experience in this aspect is essential.
Some flexibility of working hours is required due to the interaction of this role with individuals-based Asia, Australia and North America. It will therefore be necessary to work at the appropriate times to ensure the successful delivery of work items.
People Leadership
1. Leadership and management of the Facilities Management delivery in London, delivering standards of excellence across the board.
2. Line management responsibility for the Workplace Management team in London. Overseeing recruitment, training and development for the team as well as setting clear frameworks for all staff to follow similar processes and procedures.
3. Building, developing and maintaining a strong, cohesive team.
4. Ensure a clear target culture and risk culture are embedded within overseen teams.
5. Development of collaboration and trust between other departments and teams, who need to work closely together to achieve shared goals.
6. Ensure all team members are aligned in supporting the implementation of a global facilities strategy.
7. Providing effective leadership to the London team, developing a robust operational structure and strong team culture.
Suppliers & Landlords
1. Responsible for co-ordinating works associated with lease exit obligations regarding the London office.
2. Ensure that the London offices and services are kept in good structural and decorative order and that lifecycle expenditure for refit and replacement of assets is managed in accordance with the company's expectations and industry standards. Also supporting international offices where appropriate.
3. Managing relationships with external providers, managing tenders and contract renewals with designated broker support, both London based and some international contracts.
4. Ongoing monitoring of the quality of service rendered by suppliers, ensuring deliverables from service providers are met within time, budget and contractual obligation as per service level agreements.
5. Predominately London focused but expected to contribute to international quality management of services, supporting the AVP Facilities Management.
Legal
1. Manage all Health and Safety requirements of the London office.
2. Support and contribute to developing processes to ensure each global office maintains appropriate workplace health and safety standards, in line with enterprise requirements as well as local legislation.
3. Ensure that all works and maintenance activities comply with current statutory legislation and codes of practice and that the services are effective and fit for use.
Workplace
1. Review, develop and deliver strategies to provide excellent workplace experience.
2. Support the AVP Facilities Management and wider enterprise Facilities team in the development and ongoing management of global office locations.
3. Ensure workplace policies and procedures are developed and maintained to the highest possible standards.
4. Proactively communicate with local stakeholders and understand their business needs relative to the physical workplace.
5. Ensure office layouts are reviewed to enable maximum productivity and support hybrid working patterns.
Project Management
1. Oversee ad-hoc project work when required both in London and internationally as required.
2. Lead on refurbishments and small works in the London office, ensuring clear stakeholder engagement, project planning and cost management.
3. Support (and where appropriate) lead on office relocations and associated change management programs/activities relating to physical workspaces.
4. Support with contractor selection, tender process management, contract negotiation and execution.
5. Ensure all internal business units and infrastructure teams deliver upon their remit of work throughout a fit-out/refurbishment.
6. Working with global offices as required to support upgrades and refurbishments as necessary.
Risk Management Responsibilities
1. The Workplace and Facilities Manager will contribute towards risk management. This includes, but is not limited to;
2. Demonstrating awareness and understanding of risk policies, key risks, and associated controls.
3. Translating risk management principles and objectives into priorities, processes and activities that make sense to team members.
4. Fostering a culture of risk management in the team through training and performance management.
5. Ensuring Business Continuity Plans and Disaster Recovery notification plans are in place and working for each new location with the Business Continuity team.
6. Effectively manage all property related risks, e.g., fire risk and health and safety assessments.
Qualifications & Experience
1. Prior experience within Corporate Real Estate, Workplace and/or Facilities Management roles is essential.
2. Significant experience with high quality, hybrid model office environments.
3. Comprehensive background with providing excellent standards of customer service and employee experience.
4. Demonstrable experience of managing workplace refurbishments, relocations and Facilities Services.
5. Financial management experience.
6. Effective communicator.
Working For Pacific Life Re
Every person in our global team is valued for the unique qualities they bring to our business and we seek to build their expertise and support their individual ambitions at every step. Of course, we take our work seriously and we know our team can operate under great pressure. We work hard and thrive on achievement, but we also know how to have fun and relax too. We regularly host a range of team building days to strengthen our team's connection with each other and reflect on their successes.
Providing employees with a healthy work-life balance is very important to our culture. We have a wide range of employee benefits and we host regular social activities and well-being initiatives. We are also committed to supporting our employee's involvement in their communities, by actively fundraising, hosting charity events and overseeing volunteering opportunities.
Benefits (Only for Permanent and Fixed Term Employees)
• Stakeholder Pension Scheme
• Life Assurance
• Subsidised Gym Membership
• Private Medical Insurance
• Season Ticket Loan
• Eye Care
• Employee Assistance Programme
• Group Income Protection
• Wellness Benefits
As part of our commitment to diversity and inclusion, we will provide reasonable adjustments during the recruitment process to ensure equal access to applicants with disabilities. Please contact us about your needs so that we can discuss these with you to make sure that suitable adjustments are made, where possible. #J-18808-Ljbffr