Regional Workplace Operations Manager

Lewis Silkin works with leading businesses to protect and enhance their most important assets - their ideas, their people, their brand and their future. We call it: Ideas. People. Possibilities.

With offices in London, Oxford, Manchester, Leeds, Cardiff, Belfast, Dublin and Hong Kong, we are recognised by clients and industry alike as being distinct for our unique culture, market-leading practice areas, sector focused approach and for providing solutions to complex, multijurisdictional business challenges, with a pragmatic and human touch. We have two things at our core: people — both ours and our clients’— and a focus on creative, tech and innovative businesses.

Our culture is encapsulated by an ethos of bravery and kindness, guided by our values of Integrity, Clarity, Unity and Excellence (our ‘I-CUE’). We aim to provide a supportive environment for our people, clients and wider community and embrace diversity & inclusion, ensuring people are able to bring their full selves to work.

Reporting into the Head of Workplace Operations this role will lead and manage the efficient and effective delivery of all Regional Facilities Operations whilst providing support to the Head of Facilities in the London Office.

You will support with strategic planning, projects, implementation, and delivery of all operational services. Leading the standardisation of services across our regional sites while building relationships with our Office Managers across those sites. You'll work closely with the core facilities team across all areas of operations and providing guidance and support. To build positive and collaborative relationships with London managing agents, working closely with regional contractors and suppliers to ensure the highest standards and levels of customer service are maintained for all internal and external clients. You'll lead the facilities management in the regional offices and the provision of services (delivered by third parties where appropriate) and the business itself.

Facilities Management

• To lead, manage and oversee the smooth running of the facilities operations within the regional sites providing support to Head of Facilities in London driving continual improvements in service provisions.
• Manage excellent working relationships with our building management companies, acting as a point of contact for all enquiries and assisting them with any urgent problems, including attending tenancy meetings.
• Be the workplace operations SME for regional projects such as desk moves, space management and planning, small builds, and maintenance and electrical (M&E) improvements, in addition to fit out works onsite.
• Create and maintain reports / data on the Workplace Operations portfolio.
• Manage the Workplace policies and processes for the LS portfolio ensuring adherence and raising non-conformities to Head of Workplace Operations.

Team Management & Development

• To lead the management of all facilities management operations in the regional offices providing cover to the Head of Facilities when needed.
• Provide guidance and support to the team in driving service excellence. 

Health Safety & Security

• Ensure the regional offices meet health and safety requirements and always comply with legislation. This includes implementing policies and safety procedures, and ensuring staff are fully briefed and trained on all relevant procedures.
• Work with the Operations team to provide Health and Safety (H&S) induction presentations for new-joiners and undertake regular H&S inspections of the building.
• Ensure co-ordination and compliance with all H&S policies/procedures with fellow tenants and the landlord, including fire evacuation drills when necessary.

Responsible Business

• Manage the firm’s recycling process for the regional offices. This will involve arranging recycling collections and meetings with the waste contractor, as well as creating and implementing new ideas to promote good waste management. 
• Support the firm’s environmental and sustainability strategy alongside the Head of Facilities and Responsible Business team.

Budgeting & Procurement

• Manage the regional facilities budgets, identifying savings and service development opportunities.
• Support the Procurement strategy and liaise with our service providers. This includes our energy providers, catering for our staff/clients, cleaning services and furniture.
• Ensure procurement procedures are efficient, effective, and open, and in line with the firm's procurement policy.

Compliance

• Ensure all regulatory and legal environmental standards are met and adhered to, to the highest standards within the business, alongside other business teams.
• Support with effective management of ISO standards.
• Ensure all risk assessments are in place and correct procedures are followed.

General

• Updating and maintaining the Property and Facilities Management intranet site.

Candidate Profile

• Ability to manage a varied workload in a pressurised changing environment.
• Excellent communication and client service skills including report writing and presentation skills.
• Strong written and verbal communication with excellent organisation and strong attention to detail.
• A passion for continued improvement and workplace innovation.
• Strong stakeholder management in driving forward change.
• Project management experience.
• Ensure high levels of service, whilst identifying opportunities for cost savings and service enhancements.
• Self-motivated, pro-active with a can-do attitude.
• Excellent team player with strong interpersonal skills.
• Flexible and willing to work out of hours to meet business needs.

Experience and Skills Required

• Experience of working in an office, professional services, or Facilities environment.
• IT literate (NetDocs, Word, Outlook, Scanning).
• Knowledge and experience of Building Management Systems (BMS), Access control and CCTV and Light systems is essential.
• Strong M&E experience.
• Self-starter with the ability to work effectively as part of a team and to deputise in the absence of the Head of Facilities.
• Knowledge and experience of outsourced front of house service working with KPI’s and SLAs.
• Detailed knowledge and experience of Business Continuity plans.
• Detailed knowledge and experience of maintaining day-to-day Health & Safety requirements for the Facilities team and keeping abreast of relevant changes in legislation.
• Health & safety, environmental, building and maintenance qualifications desirable but not essential (such as NEBOSH/IOSH).
• Experience within the legal profession preferable.
• IWFM member (Level 3 above preferred).
• Working knowledge of ISO 14001, 45001 and 27001.

At Lewis Silkin our ethos is simple. We strive to do the best for our clients, our people and the communities in which we operate. We recognise that an inclusive workplace allows for all kinds of ideas and thoughts, a variety of points of view that can trigger discussions or deliver innovative results, and a wide range of versatile skills and expertise. We are proud of the diversity within Lewis Silkin and of our culture that allows people to be themselves at work, ensuring we provide the best possible service to our clients. We are committed to finding the right person for this role and are open to discussing flexible working patterns and office location.