Facilities Manager

The Facilities Officer is responsible for overseeing, inspecting and maintaining the safety and functionality of the Guernsey office.  Duties include routine safety inspections to meet safety regulations, coordinating renovations and updates, liaising with contractors, cleaners, planning maintenance work, maintaining records and overseeing stationery supplies.

We are looking for individuals who are proactive and can use their initiative with minimal supervision. In addition, individuals are expected to be comfortable working in an environment with constant change and able to apply solid attention to detail and confidence in decision making. 

• Responsible for business continuity, including physical security, health and safety and first aid.
• Overseeing Business Continuity Management (BCM) to ensure alignment with Group policies and regulatory expectations, thereby minimizing disruption to business operations and maintaining continuity of service.
• Serving as the Physical Security Officer, responsible for ensuring the security and integrity of the office premises, including access control, physical data security and incident response.
• Providing logistical support to business units in the physical preparation and setup of internal events, such as meetings, conferences and training sessions to ensure seamless execution and a positive experience for attendees.
• Managing stakeholder relationships and contracts with third party providers related to facilities and premises including negotiating agreements, monitoring performance and ensuring compliance with contractual obligations. On occasion, going out to tender and involvement in negotiating renewals and new contracts.
• Overseeing the Fire Marshalls and First Aiders, including being responsible for training and fire drills. 
•  Identification of areas where there are health and safety issues and addressing these. 
• Responsible for the maintenance of first aid supplies, recording of accident details and notification of emergencies. 
• Management of the Office Issues and Feedback tracker in SharePoint, including regular site inspections and completing necessary repairs and improvements.
• Monthly KRIs for building access failures. 
•  Coordinating and assisting IT with desk/equipment moves (weekends/out of hours may be necessary) and setting up meeting rooms for training and events. 
•  Ensuring all internal door alarms are checked monthly. 
• Responsible for new joiner Health and Safety inductions and orientations.  
• Ordering of stationery & general office supplies. 
• Ensuring regular servicing and valeting of the company car and fleet of electric bikes.
• Working alongside the Business Assistants to ensure the reception area and client lifts are always manned and provide appropriate cover during periods of absence.
• Shared responsibility for opening and closing the main doors each day.
• Management of onsite and offsite archives and responsible for maintaining the local policy. 
• Responsible for matters relating to premises such as rent, rates, service charge, insurance, utilities, cleaning, contracts, general maintenance, etc.
• Recording and packaging items for Timed Postal Service (TPS) daily, including recorded mail, special deliveries and couriers.
• Shredding and physical data destruction and liaison with G4S for collections.
•  Stays abreast of any changes to Health & Safety legislation.
• Making constructive recommendations for change and improvement and assisting in the implementation of these.
• Maintenance of Health & Safety policy
• Review and approval of invoices for Finance

Personal and Social

• Demonstrates a ‘can do’ attitude and takes responsibility for own workload.
• Self-starter with the ability to work independently. 
• Strong attention to detail.
• Excellent communication skills.

Professional and Technical

•  A minimum of 3 years relevant experience in facilities/ health & safety.  
•  Relevant experience in business continuity. 
•  Ideally holds/ studying towards a relevant Health & Safety qualification. 
•  Ability to perform basic DIY/routine maintenance.
• Holds a full driving licence. 
• Solid understand of Health & Safety law and requirements.

Julius Baer offers a competitive benefits package including medical insurance, dental, pension, income protection, discretionary annual bonus and parking.