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JOB VACANCY

Facilities Operations Manager

Legal Services

OVERVIEW

Position: Facilities Operations Manager
Location: London

We are currently recruiting for a Facilities Operations Manager to join the London office and provide administrative support to the London office.  A key focus of the role will be working with our external real estate advisors to determine whether we stay in our current premises and refurbish or move to new premises. This is an excellent opportunity for someone who is interested in providing high level support to the London and Jersey office under the direction of the London Managing Partners. 

The successful candidate will administer the office facilities that are used by up to 80 employees.

Responsibilities

The day to day responsibilities of the role will include, but are not limited to:
  • Primary point of contact for all property related projects, liaison with landlords, planning for future requirements
  • Co-ordinate providers to manage all required maintenance for both the London and Jersey office
  • Business Continuity Planning including continuing in Regional Crisis Management role for both the London and Jersey office
  • Supplier management for all office suppliers/vendors: ensuring appropriate contracts in place, review of commercial terms (in conjunction with Maples specialist lawyers, General Counsel and Group Data Protection Counsel as required for legal, regulatory and privacy terms)
  • Maintenance of all mechanical and electrical equipment effectiveness and contracts
  • Monitoring of UK Health & Safety office regulations, including Fire Warden and First Aid Officer responsibilities
  • Act as a Fire Warden & H&S representative for the London office
  • Monitoring of all outsourced contracts (including cleaning, security, couriers, stationery and office maintenance)
  • Ability to work in and streamline everyday operations in a hybrid workforce model and co-ordinate the online desk booking systems
  • Planning and implementing internal office moves and resolving space/layout issues
  • Assisting with the collection and delivery of couriers
  • Sorting and distributing post in addition to preparation of local and international couriers
  • Monitoring printers and photocopiers to ensure paper and toner is replenished in a timely manner

Office premises project to include:

  • Working with our external real estate advisors to determine whether we stay in our current premises and refurbish or move to new premises;
  • Establishing the appropriate governance and programme management structure at the project initiation stage (whether stay and refurb or move) to ensure the seamless delivery of the project.  This will include developing the appropriate governance and program structure around all elements of the project from design, approvals, appointing professional consultants and/or contractors, budgeting, obtaining relevant consents and the overall execution of the project;
  • The above to include development of the project master program including the development of planning schedules, setting goals and objectives, defining roles and responsibilities and timelines for deliverables;
  • Overseeing the appointment and management of all relevant external consultants such as architects, workplace consultants, technical consultants as well as building contractors;
  • Chairing and monitoring of progress meetings with all third parties, ensuring the appropriate escalation of concerns;
  • Management of all project administration, including securing relevant consents;
  • Development and management of appropriate budgets and projected expenses for the project, together with ongoing budgetary monitoring;
  • The provision of regular progress reports to senior stakeholders in the business;
  • The organisation of relevant working parties or focus groups to maximise the value realised by the refurbishment e.g. on how we configure the premises, business process improvement in a hybrid working environment, "Paperlight" initiatives etc.;
  • Liaising with the relevant Business Services functional leads on areas such as the technology infrastructure needs for the project.

Requirements

  • Experience in the project management of significant property related projects, with the ability to demonstrate a track record for success;
  • Ideally a project management qualification;
  • Ideally experience in delivering projects in a professional services environment; and
  • Strong communication, organisational, financial management and engagement skills.
  • Strong track record of managing external vendors and service providers
  • Excellent organisational skills, with the ability to multi-task
  • Good communication skills, both written and verbal
  • Professional telephone manner
  • Confident using MS Office, including Word and Excel
  • Deliver a  'can do' and proactive approach at all times
  • Able to interact positively at all levels within a law firm and be a team player
  • Self-motivated and pro-active
  • Maintain a strong attention to detail and the ability to deal with confidential matters with discretion
  • Can demonstrate initiative and the ability to be proactive, while also being able to follow instructions
  • Flexible and prepared to work additional hours at month, quarter and year ends to assist the Revenue team with month end processes

About the Maples Group 

The Maples Group is a leading service provider offering clients a comprehensive range of legal services on the laws of the British Virgin Islands, the Cayman Islands, Ireland, Jersey and Luxembourg, and is an independent provider of legal services, fiduciary, fund services, regulatory and compliance, and entity formation and management services.  The Maples Group distinguishes itself with a client-focused approach, providing solutions tailored to their specific needs.  Its global network of lawyers and industry professionals are strategically located in the Americas, Europe, Asia and the Middle East to ensure that clients gain immediate access to expert advice and bespoke support, within convenient time zones.

For an explanation of why and how we handle personal information relating to our job applicants, please refer to our Job Applicant Privacy Notice.

LOCATION

200 Aldersgate St, Barbican, London EC1A 4HD, United Kingdom

Pre-employment background screening

Please note that it is Maples’ standard policy to undertake various background screening checks, including criminal records checks, on all applicants to whom a conditional job offer is made. Maples will only ask applicants to disclose a past criminal conviction when a conditional job offer is made. If you have a criminal record it does not mean that your job offer will be automatically withdrawn. Maples will make all job offer decisions on a case by case basis and will take a number of factors into account, such as the role that you are applying for and the nature and circumstances of the past offence. You will have the opportunity to discuss the matter with Maples before a decision is made. 

APPLICATION DEADLINE

26 November 2021

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