Facilities Manager, Australia

Role

The Facilities Manager, Australia oversees the day to day running of the operations of the Australian offices including the Practice Support Services Function (PSSs, PSCs, PAAs, Concierge etc).

The Facilities Manager, Australia reports to the General Manager, Australia and maintains strong peer relationships with the Australian Management Team.

Key Responsibilities
- Manage the Practice Support Services Function. The Practice Support Supervisors (PSS) are direct reports of the Facilities Manager and are responsible for the day to day supervision of the Practice Support Coordinators (PSCs). The Facilities Manager supports and guides the PSSs assisting with workload planning and ensuring adequate service provision.
- Manage the Front of House and Concierge function. The Practice Administration Assistants (PAAs) are direct reports of the Facilities Manager and are responsible for the day to day operation of the Front of House as well as providing administrative and other support as required to the legal professionals.
- Manage the day to day operation of the Australia offices ensuring all services are operational and effective and that the offices provide a safe and comfortable environment for the team to operate within.
- Manage the Australian firm's procurement strategy, policy and process ensuring compliance with global, regional and local firm policies. Ensure updates are applied in line with global procurement systems as appropriate and comply with reporting and audit requirements.
- Monitor office expenditure and carry out regular reviews of supplier contracts. This includes all provisions from stationery/office supplies to catering provision, as well as major corporate suppliers (eg travel agent, corporate airlines) whilst ensuring compliance with finance and procurement policies and implementing cost reduction strategies where appropriate.
- Manage operational aspects of office leases, including relationships with building managers and understanding, developing and implementing the components of lease operating manuals to ensure compliance with building management regulations.
- Manage and assess office space requirements and oversee the facilities management (including lease compliance) of the Australia offices.
- Manage and oversee tenancy refits and work with architects, contractors and building management as required.
- Manage and oversee office / team relocations and ensure continuity of office systems for all staff.
- Maintain office efficiencies by planning and implementing office systems, layouts, and equipment procurement.
- Liaise with the National Compliance Manager to ensure that appropriate business continuity plans are prepared and maintained and that appropriate risk management processes are in place.
- Work with the Australian management team on a day to day basis on facilitation and implementation of office policies by establishing standards and procedures; measuring results against standards; reviewing and making necessary adjustments.
- Liaise with the National Compliance Manager to implement and promote health and safety policies and procedures for the Australian offices to ensure the health and safety of all staff, contractors and visitors to the Australian offices and working with other members of the management team to ensure compliance.
- Assist with the planning of events such as Pride Art as required, taking responsibility for any and all activities which impact on the facilities within the office environment. Assist the Social Committee in the organisation of end of year events and any other such events as required.
- Actively review the current provision of services and facilities and make recommendation to the General Manager where the potential for improvement is identified. This includes but is not limited to promoting the use of our Delhi team for activities that may be more efficiently and cost effectively conducted offshore.
- Engage in cross-functional ad hoc projects as required and requested.
- Understand and be an advocate for the firm's responsible business initiatives and activities, including active participation in committees that have a direct impact on the facilities aspect of the firm's operations.

Skills & Experience
- Proven people management skills: interpersonal and team building skills are paramount in this role, with the ability to inspire trust with team members at all levels within the firm.
- Practical experience in office administration management as well as management experience in a legal environment.
- Practical experience of managing lease arrangements and obligations, and relationships with building managers
- Proven project management experience, preferable around premises fitout and relocation.
- Experience of managing facilities at remote sites and willingness to travel to Perth as required.
- Enthusiastic, confident, intelligent with a capacity to deal calmly with complexity and work under pressure.
- Strong analytical and problem