Facilities Supervisor - FTC

Job ID: 21973

Position Description:
SunGard Financial Systems provides mission-critical software and IT services to institutions in virtually every segment of the financial services industry. The primary purpose of these systems is to automate the many detailed processes associated with trading, managing investment portfolios and accounting for investment assets. These solutions address the processing requirements of a broad range of users within financial services, including asset managers, traders, custodians, compliance officers, treasurers, insurers, risk managers, hedge fund managers, plan administrators and clearing agents. In addition, we also provide professional services that focus on application implementation and integration of these solutions and on custom software development.

Job Overview
The main purpose of this role is to assist the Facilities Manager in the management of the building, and to deputise for the Facilities Manager in absence to create a seamless service within the Canary Wharf offices at all times. The successful applicant will work with the Facilities Manager on office moves projects ensuring project plans are achieved by all those involved within agreed timescales; and to supervise the day to day activities of the Office Services Team within the Facilities Department to a high standard of customer service for clients and staff.

Responsibilities
The Facilities Supervisor, will be responsible for:

Assistant to Facilities Manager

Deputise during any absences of the Facilities Manager by monitoring and supervising day to day running of the office, taking appropriate action where necessary
Assist FM in the preparation of yearly facilities budget for Canary Wharf
Ensure the Facilities Budgetary system is kept updated throughout the year through regular monitoring of any changes in costs
Assist FM in contractual tendering projects in conjunction with the Procurement Team
Assist FM in all major office move projects
Escalate any operational issues which have a significant impact on business continuity to the Facilities Manager

Essential Duties and Responsibilities

Carry out Health & Safety DSE Assessments action and reporting
Maintain Health and Safety Fire Wardens/First Aid lists and arrange any training.
Ensure that all lists are updated on the system paying particular attention to certification dates and renewals on any training
Maintain and update the Disaster Recovery Facilities Site as and when required
Responsibility for ensuring the Desk Locator is kept up to date on a day to day basis
Maintain planned maintenance schedules with Contractors/Citi ensuring standards are maintained
Ensure the Facilities Website is kept up to date with current events and changes
Oversee updates to the employee handbook and ensure it is kept up-to-date with all relevant information
Liaise with onsite cleaning contractors ensuring monthly meetings/walk through on SLA's is undertaken
Carry out weekly Inductions of new starters to a high standard, ensure Induction presentation slides are kept up to date
Responsibility for ensuring Security is maintained during the new starter process through pass admin procedures at Citi
Supervision of the Helpdesk jobs through to completion
Supervision of the team workload and their daily activities.
Work closely with team members to resolve customer problems and report to the Facilities Manager on any performance issues.
Ensure the Joiners and Leavers process is maintained within the team.

Team Support
Book in deliveries through Citigroup and email staff for collection
Liaise with vending machine engineers on a daily basis with any issues
Pre-book deliveries and contractors passes etc with Citigroup
Assist with collection of deliveries from the loading Bay as and when required
Assist team members and multi-tasking within Facilities as and when required on a daily basis
Ensure all day to day issues on service, security, maintenance, equipment, general enquiries to the department are dealt with quickly and efficiently within the team, escalating immediately any issues to Facilities Manager

Position Requirements:
Proven experience within a Facilities role
Must have experience and an understanding of working in a change environment resulting in continual office moves of varying size
Previous experience in budgetary control on monthly accounts
Experience in supervising a small team
Proven skill in managing helpdesk and maintaining customer expectation
Excellent knowledge in working with systems to a high standard of excellence, ie advanced level of excel and word
Extensive experience in creating systems and processes that improve team and department working
Member of BIFM
Health and Safety (IOSH or similar)

This role is being offered on a 12 month fixed term contract.

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