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Facilities Manager

Job Details

Location

Kendal

Contract Type

Permanent

Working Pattern

Full Time

Salary

Competitive

Closing Date

24/01/2020 20:45

Job Purpose

As Facilities Manager you will report directly to the Operations Board by leading and developing a comprehensive facilities management support function for the business. This will include the commercial management of all building fabric, services, plant and equipment throughout the business. You will use your facilities experience, technical and compliance knowledge to ensure that all buildings are maintained/repaired/serviced to comply with appropriate legislation and company brand standards.

You will manage all aspects of facilities compliance including the ongoing leadership, maintenance and support of our business Health and Safety and Environment infrastructure and culture, performing a key role in the development of policy.
 

The job role requires leadership and management of an in-house Facilities and Cleaning Team, and a large number of commercial contracts/contractors. You will lead on facilities projects and negotiate all facilities commercial contracts to provide an essential suite of services to the business with defined service standards and KPI’s. Maintenance and replacements will be planned, budgeted and cases for significant spend presented to the board for approval.
 

You will take a leadership role in the resolution of all cases of facilities failure impacting upon the business ability to trade/operate and will play a coordination role in the development and operation of the Business Continuity plan.

The opening of new stores/buildings, closures and office/site move projects will require you to supply contractors delivering core services to standards and designs that you will define on behalf of the company.  You will take a lead role in the commercial acceptance of new sites at handover and will facilitate the completion of remedial works, warranties, certification, legal compliance and dilapidations to appropriate standards and in the commercial interest of the company. 

You will role model the Values and Behaviours, leading by example and coaching others to deliver the same high standards.

As Facilities Manager you will report directly to the Operations Board by leading and developing a comprehensive facilities management support function for the business. This will include the commercial management of all building fabric, services, plant and equipment throughout the business. You will use your facilities experience, technical and compliance knowledge to ensure that all buildings are maintained/repaired/serviced to comply with appropriate legislation and company brand standards.
 

You will manage all aspects of facilities compliance including the ongoing leadership, maintenance and support of our business Health and Safety and Environment infrastructure and culture, performing a key role in the development of policy.
 

The job role requires leadership and management of an in-house Facilities and Cleaning Team, and a large number of commercial contracts/contractors. You will lead on facilities projects and negotiate all facilities commercial contracts to provide an essential suite of services to the business with defined service standards and KPI’s. Maintenance and replacements will be planned, budgeted and cases for significant spend presented to the board for approval.
 

You will take a leadership role in the resolution of all cases of facilities failure impacting upon the business ability to trade/operate and will play a coordination role in the development and operation of the Business Continuity plan.

The opening of new stores/buildings, closures and office/site move projects will require you to supply contractors delivering core services to standards and designs that you will define on behalf of the company.  You will take a lead role in the commercial acceptance of new sites at handover and will facilitate the completion of remedial works, warranties, certification, legal compliance and dilapidations to appropriate standards and in the commercial interest of the company.   

You will role model the Values and Behaviours, leading by example and coaching others to deliver the same high standards.

About the Role

Drives Business Success (specific measures and processes the post-holder is expected to adhere to)
•    To lead, develop and maintain a formal facilities infrastructure for the business
•    To lead in-house/ external teams to deliver a comprehensive maintenance, repair and facilities compliance service to the business.
•    To support the Operations Board to deliver the business strategy and make recommendations to them regarding facilities projects, future direction of department services and agree key deliverables, keeping them appraised of key facilities challenges/opportunities, short/medium/long term plans, progress against plans (KPI and service levels), new and existing compliance requirements, and to coordinate the maintenance and make recommendations to improve business continuity plans.
•    To define the requirements, plan and manage all facilities services (to include preventative maintenance, replacements, cleaning, waste disposal and recycling, repairs)
•    To approve requests for maintenance and repairs making sure that the work is required, the solution proposed is appropriate and commercially acceptable and within budget.  
•    To lead the commercial tender and review processes, negotiation of financial terms/service levels and appointment all facilities contracts (building fabric, services, plant and equipment) with a view to minimising business cost for the standards agreed.
•    To lead the development of company systems and processes so that all buildings/premises meet health and safety, environmental and other appropriate compliance standards in order that the business complies with legislation, ensuring periodic risk assessments and audits are conducted and acted upon as required.
•    To provide expertise and advice to the business to support the development, training and co-ordination of standard operating procedures (e.g. safe systems of work, risk assessments etc.)
•    To define the business need and to facilitate the appointment of key compliance/reporting roles within the business (to include health & safety, environmental management, company rules/ standards - fire prevention, H&S,  first aid, security, insurance liaison, business continuity, escalation processes) and to provide specific and general awareness training to the business as required.
•    To lead and directly manage an in-house Facilities and Cleaning team 
•    To set, maintain and continuously improve facilities Key Performance Indicators (KPIs) and to ensure that all contractors are working to a commercially competitive cost and Service Level Agreement (SLA) appropriate to the needs of the business. 
•    Act as a first point of escalation for H&S, environmental and facilities issues affecting the ability to trade/operate and take a lead role to resolve.
•    Provide commercial and technical support for Retail store openings, refurbishments and closures. This will include project acceptance of facilities on behalf of Lakeland and support of building dilapidation processes.
•    To provide technical advice to the business on office and other space planning initiatives, producing designs and specifications and then leading on the implementation of the agreed changes, ensuring brand consistency, compliance and practicality of the final solution.


Operational Excellence (specific measures and processes the post-holder is expected to adhere to)
•    To directly develop and manage third party contract budgets for repairs, maintenance, installation and replacement services across all sites (currently 72 sites) with c. £2.4m p.a. revenue and a capital programme of over £1m p.a.
•    To lead a Facilities and Cleaning team of c. 18 staff (c.9FTE) across Head office and Distribution Centre sites, with an Opex budget of c. £250k p.a.
•    To provide designs, implement core contract services and provide support and advice for c. 4 new store openings p.a. and the closure/move/refurbishment of c. 4 others. 
•    To lead the delivery of statutory and other compliance through policy development and implementation, continuously improving risk assessment frameworks, safe systems of work and training in all areas of environmental and health & safety (to include ESOS, SECR, waste management, recycling, COSHH, legionella, asbestos, H&S, insurance inspections etc.). 
•    Leading meetings with statutory authorities and representing the interests of the business.
•    Maintain the control and visibility of company (facilities) assets and support the business with planned and costed replacement options and recommendations
•    To ensure budgetary controls are in place and that Lakeland is maximising the commercial benefit from all spend by seeking opportunity to reduce facilities costs through better commercial terms, re-evaluation of business requirements/services or new ways of working
•    To ensure that internal teams and contractors deliver services within their agreed SLA (Service Level Agreement) and business KPI’s are achieved
•    Conduct regular benchmarking of facilities costs and acting upon opportunities
•    Lead specific site survey and inspections for insurance reviews.
•    Provide the business with expert advice as Health and Safety Advisor, ensuring that our Health & Safety management framework is fit for purpose, compliant and delivering results across the whole business


Being an Ambassador for Lakeland (specific ways in which this role can work to ensure that Lakeland is always a great place to work and shop) 

•    To uphold and demonstrate the Lakeland values and behaviours at all times, playing your part in making Lakeland a great place to work and visit for colleagues, contractors and visitors
•    To lead the team by setting an example, maintaining positivity and a can do attitude
•    To ensure the team is included in communication and activities, ensuring that everyone knows they play a key part in the business and can make a difference
•    To lead change and be adaptable in taking on new challenges to meet the changing needs of our business and our customers 
•    To ensure the department has a positive effect on customer relations and that the team enhance customer satisfaction, whilst also demonstrating and promoting the Lakeland Values and Behaviours
•    To role model and influence your team to deliver extraordinary service
•    To lead the team in encouraging and facilitating departmental and cross functional communications to improve understanding and break down barriers
•    To play your part in implementing the highest possible standards in all areas of your department
•    To deliver agreed objectives to a high standard and on time
•    To carry out any other reasonable duties that meet the day to day needs of customers and colleagues
 

People Management (Bullets highlighting any specific people management / leadership responsibilities required of the post-holder).

•    To lead your team inspiring them to share, communicate, support and work collaboratively to deliver results
•    To set SMART objectives and ensure that everyone owns them and works towards their delivery
•    To provide outstanding leadership to the team, generating high levels of motivation and commitment
•    To lead your team, ensuring all areas of performance management are supporter and actioned
•    To motivate, coach, mentor and support individuals to ensure that their performance is maximised, taking action as appropriate, and ensuring that the needs of a sustainable succession plan are met
•    To handle investigations and disciplinary/grievance procedures in line with company policy as required
•    To conduct reviews and make sure appropriate training and development is supported and all documentation is administered, produced and reviewed in a timely manner
•    Manage recruitment of colleagues and ensure an effective introduction and training for new team members
•    To seek personal development and continuous improvement for self and team
 

Knowledge, Skills and Experience

Essential – the ‘must haves’

•    5 years’ experience in a facilities management role
•    An ability to interpret commercially H&S and Environmental related legislation
•    IT skills and a competent Microsoft Office user including excel to an intermediate level
•    Experience of managing building and plant maintenance and repair
•    Excellent communication and internal relationship building skills 
•    Strong analytical skills with significant experience of effective budget management
•    A methodical and organised approach with the ability to work with frequent interruptions to meet deadlines and delegate appropriately
•    An excellent communicator, capable of explaining complex issues in a concise manner
•    Able to work independently with minimum guidance and as part of a team
•    Ability to establish priorities and manage multiple activities 
•    A strong negotiator building positive relationships with contractors and suppliers
•    Excellent problem solving skills, able to think commercially and creatively to achieve the best outcome
•    Experience of leading and managing a team
•    Previous experience in a H&S Adviser role

 
Desirable – the ‘nice to haves’ 

•    Environmental management system experience
•    Graduate IOSH status or CM IOSH
•    Project management skills
•    Qualification in a trade


 


 

Hierarchy

Hierarchy

Your place in our world

Director of Operations
Facilities Manager
Facilities Co-ordinator