Our community is made up of dedicated, enthusiastic, and creative professionals. By working with the Office and Facilities Managers, this role will see you supporting the community in several ways and ensure the smooth and successful operation of the office.
You’ll undertake local and UK office facilities administration, ensure regular building checks, keep track of the office compliance for Health and Safety, manage the pre-planned maintenance records and contracts.
Your next role
Join us and be surrounded by exceptional opportunities in an environment alive with innovation and possibility. Your new team has a willingness and curiosity to see possibility and potential in everything – from the most iconic projects to our everyday conversations.
* This is an extraordinary opportunity to contribute to our fantastic Business Support team.
* Buro Happold has a clear strategic plan, strong learning culture and entrepreneurial mindset that will allow you to thrive.
* You’ll be part of something bigger than us all where sustainability, equity, social and performance outcomes matter.
Facilities Tasks
* Main point of contact for Facilities
* Leading and supporting junior facilities team members, ensuring clear communication of tasks through to completion
* Key holder responsibilities for accessing the offices in an emergency out of hours and following the Business Continuity processes.
* Member of Office Incident Response Team.
* Managing ‘Facilities Helpdesk’ mailbox; ensuring all emails are acknowledged and queries closed out.
* Assist with office moves and set ups when required.
* Managing Facilities documents and filing system.
* Working with the UK Facilities Team to complete duties and projects as required, particularly during holidays/sickness.
* Software champion for office workplace systems.
* Liaising with IT Team on tasks and projects.
Working With Suppliers
* Key relationship management with various facilities suppliers
* Contractor inductions, Managing the work schedules for contractors including PPM’s and ensuring jobs are booked. Keeping a track on their status, highlighting any issues and close out.
* Logging reactive calls with suppliers as required, including lifts, fire panels, intruder alarms, access systems. Following up calls to ensure they are closed out and actions resolve.
* Managing the supplier database, obtaining latest information, certificates.
* Complete site inductions, review of RAMS and issuing of work permits.
* Occasional working outside of standard hours to oversee contractors on site.
HSE Compliance
* Carrying out Health & Safety checks in the office.
* Uploading HSE, contractor and statutory compliance information onto intranet. Reviewing worksheets and highlighting any actions.
* Reviewing HSE and statutory compliance checklists and highlighting upcoming actions.
* Obtaining and recording office metrics, including utilities, recycling and waste data.
* Assisting with Environmental and H&S objectives.
* Ensuring all accidents and incidents are being reported following the correct processes and follow up actions are implemented.
* Ensure office staff have completed appropriate DSE self-assessments.
* First aid and fire warden representative
Finance
* Budget management including raising PO’s, checking of monthly invoices against metrics and works performed
* Reconciling monthly credit card statements with receipts.
* Sourcing and ordering office equipment and furniture; including finding competitive prices when needed.
* Assist FM with creation of budgets.
Other
* Assist with meeting room and event set-ups and catering requests as required to support the wider team on an ad-hoc basis
* Any other reasonable FM related tasks as requested.
Your skills and experience
* Confident, proactive character with the ability to take the lead in challenging situations.
* Confident in your people and communication skills both face to face and via phone or email
* Previous experience of running the day to day operations of a busy department or team
* Advanced to Intermediate IT skills, especially in the use of Microsoft Office products
* Extremely organised with the proven ability to prioritise effectively and work to tight deadlines
* Professional with good attention to detail
* Good problem solver – able to “think on your feet”
* Able to discern sensitive material and maintain confidentiality accordingly
* Flexible attitude with good team working skills
* Diligent with good attention to detail
* COSHH Management.
* IOSH or NEBOSH H&S Qualification.
* Knowledge of ISO’s 14001 and 45001.
* Membership of relevant Professional body such as IWFM, IOSH, IEMA.
What we offer you
* Hybrid working arrangements.
* Attractive salary and benefits package including life assurance and income protection.
* Holiday entitlement of 25 days per annum (exclusive of bank holidays) and flexible holiday arrangements.
* Generous company pension scheme.
* Flexible benefits including cycle scheme, dental insurance, optical cover, travel insurance, season ticket loans, and corporate discounts.
* Enhanced parenthood leave policies.
* 3pm finish on the last Friday of the month.
* A strong commitment to your continuous development. Whatever stage in your career, we have a learning and development programme that will enable and empower you.
* Entitlement to two memberships to professional bodies or subscriptions
* A commitment to your wellbeing through a comprehensive employee assistance programme and wellbeing activities.
* A supportive and inclusive environment that will welcome you through social and outreach activities from the Young Employees Forum to mentoring.
* An international culture that wherever your career takes you at Buro Happold, you won’t be far from the exceptional.
Apply now and be where exceptional is everywhere.
A place for everyone
Buro Happold values individual's flexible approaches to working patterns as an important part of the way you work and achieve balance. We welcome applications from those who are seeking flexibility in their careers.
We are working to change the lack of representation of marginalised groups in the built environment and are particularly keen to hear from anyone who feels they are underrepresented in the industry. We have much to learn from one another. Embracing difference allows us to develop the most innovative and elegant solutions.
Please let us know if there are any adjustments we could make to the application process to make it easier and more comfortable for you. Contact recruitment@burohappold.com so we can work with you to support you throughout your application.
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