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Head of Facilities

1 month ago

Sydney, Australia Kennedys Law Full time

The role will support the Chief Facilities Management Officer with their vision and will be required to forge strong global internal relationships, promoting a clear understanding of the Firm's core business and values.

We are seeking someone who is innovative, creative and solutions orientated to achieve the business objectives of the Firm.

**Team**

Kennedys Facilities team ensure that the firm's offices are maintained and consistently delivered to a high standard. They drive the continuous improvement of all aspects of Kennedys facilities management and property portfolio globally.

The Facilities team provide strategic support on projects, with suppliers and budget management as well as Front of House services, and ensure the firm operates the Health & Safety policy and acts in accordance with Health and Safety regulation and ISO and BSI standards.

The Facilities team have presence in all Kennedys offices.

**Key responsibilities**
- Influence, develop and maintain strong relationships with senior stakeholders; Team Leaders, Divisional Heads, Business Services Leadership Team and Local Managing Partners to provide commercial, solutions driven advice and guidance, in line with the Firm's vision
- Supervise, develop, motivate, mentor and coach direct reports. Monitor performance to ensure the delivery of a first class service across the firm. Ensure a high standard of service to the Firm's internal clients to assist in developing the professional reputation of the department.
- Consistently review and refresh internal processes and systems to enable the Facilities team to deliver the most effective and time conscious solutions to day to day facilities issues, to a global audience
- Manage the facilities aspects of all global firm wide projects, for example new office openings and Digital by Default.

**Required experience**
- Previous experience of property/facilities management at a senior level
- Experience of sourcing suppliers, tenders and procurement
- Demonstrable experience of maximising capacity of property portfolio
- Management experience, including performance management and quality control of services provided (both internal and outsourced)
- Experience in managing projects and people across different offices and in virtual teams
- Experience of setting and managing budgets
- Ability to write reports and proposals for Partners/Chiefs and analyse data effectively
- Experience in identifying relevant issues, planning innovative solutions and managing expectations across a variety of stakeholders
- Experience of building services and service charge reconciliations.

**Additional responsibilities**
- Property - Manage and oversee all aspects of the portfolio to include fit out and refurbishments. Constantly look to improve the firm's utilisation of its global portfolio and input towards strategies to drive these initiatives.
- Facilities - Management of the Firm's facilities, including office moves, storage, maintenance, cleaning, security, corporate travel, catering, post, print, records, copiers and stationery and couriers.
- Insurance - Support for the firm's insurance programmes and global umbrella cover, including developing and influencing the annual renewal processes, keeping up to date with industry and internal change requirements.
- Health and Safety/Environment - Develop and deliver the firmwide strategy for providing and maintaining a safe working environment to include fire, asbestos, electrical, ergonomics, manual handling, first aid safety and COSHH. Maintain and retain the firms OHSAS18001 and alignment to ISO14001 accreditations.
- Outsourced and Supplier Relationships - Manage outsourced and supplier relationships and influence contract negotiation with suppliers, including but not limited to, reception, switchboard, records management and maintenance.
- Business Continuity - Support the business continuity programme as a member of the Incident Management Team.
- Budgetary and Planning - Prepare an annual Facilities budget ensuring that expenditure is in line with the approved budget and analyse costs for all products, services and equipment and compare alternatives.
- Authorise budgeted expenditure up to agreed limits. Seek approval from the Chief Facilities Management Officer for unbudgeted expenditure and expenditure above agreed limits.
- Review expenditure against budget and analyse and report upon material budget variances. Identify and take action to redress material budget variances.
- Alert the Chief Facilities Management Officer as appropriate in relation to any areas of concern or security breaches.
- Keep abreast of all property related compliance and ensure they are adhered to throughout the firm.
- Liaise with the Security Group on strategic security planning and ISO27001.
- Ensure confidentiality and security of all practice and clients' documentation.
- Operate the firm's quality procedures as specified in the current edition of the Quality Procedures.
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