Facilities Management Lead

Our client, a prominent entity in the Defence & Security sector, is currently seeking a Facility Management Lead for a temporary contract position based in Glasgow and Edinburgh. This role involves overseeing day-to-day facility services and activities, ensuring the smooth operation of the offices during the current facility lead's absence and supporting their return-to-work phase.

Key Responsibilities:

Ensure that the office is provided with the necessary equipment, supplies, and services for daily operations.
Collaborate with local office leaders on facility-related issues and attend relevant meetings.
Process invoices and charges related to local facility management, ensuring proper coding according to expenditure guidelines.
Communicate with office staff regarding any facility-related issues in line with corporate or legal guidelines.
Serve as an onsite contact for building management and local vendors, handling any maintenance or janitorial issues.
Manage reception, mail, courier services, and offsite archive storage, if applicable.
Provide utilisation reporting and assist with new starter inductions related to Health, Safety, and Environmental requirements.
Support Human Resources and manage terminated access statuses, if necessary.
Ensure the cleanliness, appearance, and functionality of the office, including supporting local Health, Safety, and Environmental tasks.
Assist Global Security & Resilience, ensuring the security of the office space and supporting the Business Continuity Plan.
Support office sustainability tasks and reporting, including generating the Office Sustainability Plan.
Manage local offsite archiving, provide guidance on handling filing needs, and oversee physical office changes.
Maintain all Facilities data for the office, ensuring alignment with global requirements.
Potentially take on building and grounds responsibilities where there is no landlord-provided property management.
Support cross-functional teams or projects and take on additional duties as assigned by the supervisor.

Key Relationships:

Local Office Leaders
Facilities Operations Manager
Real Estate Operations Director
Local office networks and contractors
Property or building management
Facility Lead peers

Key Performance Indicators:

Create a positive employee experience within the local office.
Adhere to budget and financial expectations.
Ensure effective operation of the office in line with guidelines, resolving issues efficiently.
Maintain good working relationships with office leadership and Property Management.
Ensure the office is organised, clean, professional in appearance, and well-maintained.
Stay up-to-date with key corporate communications and training.

Additional Notes:

Responsibilities may include physical activities such as bending, stooping, walking, lifting up to 50 lbs., climbing stairs, sitting for long periods, and typing.
The role is office-based, with expected attendance of 3 days per week in the Glasgow office and one day per fortnight in the Edinburgh office