Building and Facilities Manager

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Building and Facilities Manager

Department: Core - Business Infrastructure & Operations

Employment Type: Permanent - Full Time

Location: Oxford, UK

Description

The Building and Facilities Manager will play a pivotal role in upholding the functionality, safety, and appearance of our Oxford head office. We seek a proactive, detail-oriented professional capable of overseeing all facets of facilities management, encompassing maintenance, safety, security, vendor relationships, and facility enhancements. This position's primary objective is to cultivate an all-encompassing environment that places the utmost importance on the well-being, comfort, efficiency, and functionality of all office occupants-be they employees, clients, or visitors-while steadfastly adhering to the highest standards.

The Oxford office has successfully relocated to a spacious, multi-storey facility in a prestigious central Oxford location. This role is now responsible for maintaining and managing the new office space, ensuring it operates efficiently and meets the needs of the organization. Additionally, the role involves working closely with the BIO leadership team to help define and implement global policies for facilities maintenance, health and safety (H&S), physical security, and access control, in collaboration with the InfoSec team. The position also includes supporting InfoSec-related audits and corporate governance requirements to ensure compliance and robust operational standards.

Key Responsibilities

Facility Maintenance and Operations:

• Supervise and coordinate daily building and facility operations across multiple office sites, including cleaning, maintenance, and repairs.
• Ensure that all building systems (HVAC, electrical, plumbing, etc.) are operating efficiently and safely.
• Oversee the work of maintenance staff and external service providers.
• Implement Planned Preventative Management

Safety and Security:

• Develop and implement safety and security protocols, including emergency response plans.
• Conduct regular safety audits and drills to ensure a safe working environment.
• Maintain compliance with local building codes, health and safety regulations, and environmental standards by ensuring facilities align with ISO and SOC II certification requirements, supporting audits alongside the InfoSec team, and maintaining thorough documentation to meet compliance standards.
• Conduct regular safety inspections and risk assessments to identify and address potential hazards.

Space Management and Optimization:

• Plan and optimize office space to support the organization's growth and evolving needs. Reconfiguring workspaces, meeting rooms, and common areas to maximize functionality as and when needed.
• Procure and maintain furniture and equipment to enhance employee comfort and productivity.

Budget and Vendor Management:

• Prepare and manage the office facilities budget, controlling costs and expenses while maintaining high-quality service delivery.
• Establish and maintain relationships with vendors, suppliers, and service providers.
• Negotiate contracts, monitor performance, and evaluate vendor performance to ensure cost-effectiveness and quality service delivery.

Environmental Sustainability:

• Promote sustainability initiatives, including energy conservation, waste reduction, and eco-friendly practices.
• Identify opportunities to improve energy efficiency and reduce the environmental footprint of our head office.

Employee Wellness and Comfort:

• Address employee concerns related to the physical workspace, including lighting, temperature, and ergonomics.
• Collaborate with the People & Culture department to support workplace wellness programs and initiatives.

Documentation and Reporting:

• Maintain accurate records of facility maintenance, repairs, and safety incidents.
• Prepare regular reports for management, outlining key performance metrics and improvement recommendations.

What we are looking for

Required Attributes

• Proven experience in building and facilities management, preferably in a corporate or professional services environment.
• Proven experience as a project manager overseeing office design fit out and move projects.
• Strong knowledge of building systems, maintenance, and safety protocols.
• Excellent project management skills, including the ability to plan, schedule, and prioritise tasks effectively.
• Strong negotiation and contract management skills.
• Excellent communication and interpersonal skills, with the ability to collaborate effectively with stakeholders at all levels.
• Attention to detail and a commitment to delivering high-quality results.
• Ability to adapt to changing priorities and work under tight deadlines.

Desired Attributes

• Bachelor's degree in Facilities Management, Engineering, Business Administration, or a related field (preferred).
• IWFM Level 4 (or above)
• Building Maintenance System experience

What we offer

Some of the benefits we include are:

• Private Medical Insurance
• Dental Insurance
• Parental Support
• Salary-Exchange Pension
• Employee Assistance Programme (EAP)
• Local Oxford Discounts
• Cycle-to-work Scheme
• Flu Jabs

At Aurora, we will consider all requests for flexible working. For most roles, the following types of flexibility are usually possible: a hybrid model of remote and in-office working and flexible start and finish times. Please talk to us during the interview about the flexibility we could offer, and we will be happy to explore the best available option for you.

The Company is committed to the principle that no employee or job applicant shall receive unfavourable treatment on grounds of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage or civil partnership, pregnancy, and maternity.