Group / Senior Facilities Manager (O912936)

Overview

Our Client is a leading, long-established multijurisdictional Trust and Corporate Service Provider. They are now seeking a Group Facilities Manager to join them.

The Group Facilities Manager will be responsible for the strategic and operational management of the company's physical workplace estate across eight jurisdictions and any new jurisdictions the Group enters. This role ensures that every office provides a professional, safe, and welcoming environment for employees and clients alike, while managing cost effectively and planning ahead for growth.

Beyond day-to-day facilities operations, this role carries a significant project dimension. As the business continues to grow organically and through acquisition, the Group Facilities Manager leads office search, fit-out, relocation, and consolidation projects, working closely with local leadership and central functions to ensure the Group's office strategy keeps pace with its commercial ambitions.

Reporting to the Group COO, the Group Facilities Manager must balance operational rigour with commercial pragmatism, maintaining consistent standards across a diverse, multi-jurisdictional portfolio while respecting the local requirements, regulations, and cultures of each location. The position requires regular travel across Group jurisdictions.

Duties will include:

• Develop and maintain a Group-wide office and workplace strategy, aligned to headcount forecasts, growth plans, and the operational needs of each jurisdiction
• Monitor occupancy levels, lease expiry profiles, and space utilisation across all offices, proactively identifying where intervention is needed
• Provide data-driven recommendations to the COO and ExCo on office investments, consolidations, expansions, and relocations
• Ensure the office estate supports the brand, employee and client experience standards, reflecting the quality and professionalism expected of a leading financial services group
• Maintain a forward view of property market conditions in each jurisdiction to inform timing and negotiation of lease and acquisition decisions
• Lead end-to-end office projects including new office searches, lease negotiations, fit-outs, relocations, and decommissioning of vacated premises
• Manage project budgets, timelines, and third-party suppliers (architects, contractors, landlords, agents) to deliver projects on time and within budget
• Coordinate with IT, Compliance, and P&C to ensure new or refurbished offices meet all technical, regulatory, and people requirements from day one
• Support post-acquisition integration by assessing the facilities position of acquired entities and developing plans to align, consolidate, or upgrade as required
• Ensure all office projects comply with local planning, building, health and safety, and environmental regulations in each jurisdiction
• Oversee the operational management of all Group offices, ensuring they are maintained to a consistently high standard
• Establish and maintain Group-wide facilities policies and standards covering areas such as office maintenance, cleaning, security, access control, health and safety, business continuity, and environmental sustainability
• Manage relationships with landlords, managing agents, and facilities service providers across all jurisdictions.
• Ensure all offices meet local health and safety, fire safety, and regulatory requirements, maintaining appropriate documentation and inspection schedules
• Act as the primary point of contact for facilities-related issues, ensuring timely resolution and clear communication with affected teams
• Oversee reception, front-of-house, and meeting room standards to ensure a professional client experience across all offices
• Own and manage the Group facilities budget, covering rent, service charges, rates, maintenance, utilities, insurance, and project expenditure
• Track and report on facilities spend across all jurisdictions, identifying opportunities to reduce cost, improve value, and consolidate contracts where appropriate
• Work with the CFO and Finance team to support annual budgeting and forecasting for all property and facilities-related expenditure
• Negotiate lease terms, service contracts, and supplier agreements to secure best value for the Group
• Maintain a clear view of the total cost of occupancy across the estate to support strategic decision-making
• Champion the quality of the physical workplace as a key component of the employee value proposition
• Gather and act on employee feedback regarding workplace environment, amenities, and services
• Ensure offices support modern, flexible working practices, including appropriate provision for hybrid working, collaboration spaces, and quiet working areas
• Maintain high standards of front-of-house and client-facing spaces, ensuring visitors to any company office receive a consistent, professional experience
• Manage a diverse portfolio of facilities vendors and service providers across multiple jurisdictions
• Establish and maintain service level agreements, conducting regular performance reviews and benchmarking
• Ensure all vendor relationships are subject to appropriate governance, including contract management, insurance verification, and compliance checks
• Coordinate with Group legal functions where required
• Ensure all offices have appropriate business continuity and disaster recovery arrangements in place from a facilities perspective
• Maintain and regularly test emergency procedures, evacuation plans, and crisis response protocols across all locations
• Identify and manage facilities-related risks, escalating to the COO and relevant risk committees where appropriate
• Ensure adequate insurance coverage is in place for all Group properties and contents
• Build strong relationships with MDs, office leads, and local teams in every jurisdiction, acting as a trusted partner on all workplace matters
• Provide regular reporting to the COO on estate performance, project status, key risks, and cost position
• Engage with ExCo and Board as required on material property decisions, investments, or risks
• Represent the business in dealings with landlords, agents, and local authorities

The ideal candidate for the role of Group Facilities Manager will have:

• Significant experience in facilities management, workplace strategy, or corporate real estate, ideally within a multi-site, multi-jurisdictional environment
• Proven track record of leading office relocation, fit-out, or consolidation projects from inception to completion
• Strong commercial and financial acumen, including budget ownership, lease negotiation, and vendor management
• Excellent organisational and project management skills, with the ability to manage multiple concurrent priorities across geographies
• Strong understanding of health and safety, fire safety, and building compliance requirements; relevant qualifications (e.g. IOSH, NEBOSH, BIFM/IWFM) are desirable
• Ability to work effectively across cultures and jurisdictions, adapting approach to local requirements while maintaining Group-wide consistency
• Strong interpersonal and communication skills, able to engage credibly with senior leadership, local teams, clients, and external partners
• Hands-on and pragmatic, comfortable operating at both strategic and operational levels
• Experience supporting post-acquisition integration from a facilities or property perspective is advantageous
• Experience within financial services, professional services, or other regulated environments is desirable
• Comfortable with frequent international travel across Group jurisdictions
• Willingness to adapt to flexible working hours and respond to urgent facilities issues as they arise
• Strong customer service orientation
• Understands the importance of consistently delivering high standards in a customer/colleague service role