Facilities Associate

The Facilities associate is responsible for the upkeep of the safe working environment, services, equipment and processes to support the effective running of the business premises located in the Milton Keynes and London area. This position will deputise for the Facilities and H&S manager when required.

This is a multi-disciplinary role covering a range of activities which together provide a safe and efficient working environment. The role covers space planning, proactive maintenance, supplier maintenance and management, business continuity planning, as well as day-to-day facilities functions.

This position reports to the SHI UK Milton Keynes Office 4 days a week and the SHI UK Farringdon office 1 day a week.

Include but not limited to:

Planning and Facilities Management Responsibilities:

• The day-to-day delivery of facility services and operations.
• Promoting safe working practices across all UK & I SHI locations.
• To promote the highest standards of business ethos, ensuring the most effective use of resources in support of business objectives.
• To establish, oversee and ensure that any planned preventative maintenance programmes (PPM) are carried out effectively.
• Oversee works with suppliers and contractors, organising planned and reactive support as required.
• Joint responsibility with the Facilities and H&S manager for the statutory compliance of required regulations and ensuring all records are kept up to date and ready for inspection, as required by internal or external stakeholders.
• Measure all service activities against recognised standards and propose appropriate and proportionate improvements to meet existing and future requirements.
• To actively seek out and recommend efficiency savings and or reductions to the relevant running costs.
• Manage relevant soft services relating to the aesthetics of the environment reporting faults/issues as appropriate (Cleaning / Maintenance / Redecorations etc).
• Assist the facilities and H&S manager with the successful delivery and management of all outsourced contracts.

Health and Safety:

• Ensuring the MK and Farringdon sites along with any other UK southern regional sites are compliant with current regulations.
• Attend monthly H&S meetings and ensure records are kept up to date.
• Ensure COSHH records and logs are maintained across all nominated sites.

 Financial Responsibilities:

• Help to establish ‘value for money’ strategies for delivering the management services.
• Promote innovative ways to add value and reduce costs within the team and associated contracts.
• Originates and submits purchase orders and processes invoices from vendors to the Facilities and H&S manager for approval.
• Contribute to the development of the annual budget for the properties.
• Attain budget goals as set by the Facilities manager, by analysing and evaluating financial statements, reconciling monthly statements against approved budget, and working with senior management.

People Accountabilities:

• Ensure compliance with HR policy and procedures.
• Perform regular appraisals with facilities support team members.
• Complete all paperwork and relevant checks for all new starters.
• Communicate well and demonstrate a pleasant, polite, efficient, caring and friendly service to staff, customers and clients in all areas of service.
• Hold regular monthly meetings with support staff to maintain a healthy working environment and discuss satisfaction and communication.

• A qualification in health & safety (NEBOSH, IOSH, EHS recognised certification).
• Solid experience in Facilities Management within a professional environment, with at least 2 years’ experience.
• Good level of general education educated to ‘A’/HND Level as a minimum or equivalent with demonstrable written and numerical skills.
• A comprehensive understanding of UK Health & Safety laws and statutory regulations relating to buildings management including interactions with Local Authority Representatives.

• Works comfortably under pressure and meets tight deadlines.
• Remarkable organisational and time management skills.
• Strong decision-making and problem-solving skills.
• Professional credibility and able to deal assertively and confidentially at all levels.
• Meticulous attention to detail.
• Ability to be proactive: foreseeing problems and providing solutions
• Ability to communicate effectively and professionally with colleagues, contractors and key stakeholders.
• Must be Customer Focused, with a strong drive to deliver 5 star Facilities Services.Soft and Hard service facilities contractor management

• A professional qualification in facilities management (IWFM Level 4+) or relevant experience.
• A qualification in health & safety (NEBOSH, IOSH, EHS recognised certification).

• Business working hours are Monday to Friday, 09:00 to 17:00 with a 30-minute lunch break. However due to the nature of the role, with its international reach and shared projects, working outside of these hours to service business needs will occur occasionally, and employees are expected to be readily available in these eventualities.
• SHI UK is an equal opportunity employer and does not discriminate on the basis of race, religion, gender, sexual orientation, national origin, age, disability, or any other legally protected status. We encourage applications from all qualified candidates and we are dedicated to providing a fair and accessible recruitment process.