Assistant Facilities Manager - Beazley

Job Title:                    Assistant US Facilities Manager

Division:                     Beazley Shared Services - Commercial Management

Reports To:                    Head of US Facilities 

Key Relationships:   All staff and external suppliers; US Facilities Manager, Head of CM, and Commercial Management team

Job Summary:           A multi-disciplinary role covering a range of activities which together provide a safe and efficient working environment for all staff.  The role covers maintenance, health and safety compliancy and day to day issue handling.       

Key Responsibilities:          

• Facilities Management
• Manage the day to day facilities requirements of the New York office
• Assist the Head of Facilities to manage all new office projects as they arise, based on lease expirations or requirements of the business
• Organise building maintenance and repairs in the New York office, and other offices as and when required
• Assist the US Facilities Manager in West Hartford with the organisation of moves and churn for all US locations, if needed
• Maintain a list of all maintenance contracts for all US and Canadian office systems – HVAC, plumbing, etc
• Liaise with all staff and suppliers including building, electricians, and furniture
• Ensure security procedures are in place regarding issuance of passes
• Possible travel to other Beazley US and Canadian locations to assist with new office buildouts, existing office reconfigurations, or old office decommissioning
• Run occupancy and other reports (parking, lunch, etc) as needed and requested by Head of CM / COO
• Manage lunch vendors in all US offices
• Maintain and update the US and Canadian Commercial Management intranet hub (“the Box”) as and when required

Disaster Recovery

• Assist the Head of US Facilities and the US Facilities Manager in West Hartford in revising and implementing the disaster recovery plans
• Liaise with teams to ensure disaster recovery remains within business requirements
• Act as back-up to the Head of US Facilities and the US Facilities Manager on the Teleira emergency-messaging system for the US and Canada

General:

• Required attendance in NYC office minimum 3 days per week
• Other reasonable duties as required
• Maintain ErgoWize system/funnel ergonomic requests
• At Beazley we are committed to doing the right thing because it is the right thing to do. It is important that within all your interactions both internally and externally you adhere to this principle through adoption of Beazley’s core values and behaviours – PIED and Being Beazley. 
• Adopt the Beazley culture of Professionalism, Integrity, Effectiveness and Dynamic that contributes to an internal environment of teamwork and promote a positive brand image and experience to our external customers.
• Comply with Beazley procedures, policies and regulations including the code of conduct which incorporates the PRA and FCA Conduct Rules. Undertake training on Beazley policies and procedures as delivered by your line manager, Culture & People or assurance teams (compliance, risk, internal audit) either directly, via e-learning or the learning management system.
• Display business ethics that uphold the interests of all our customers.
• Ensure all interactions with customers are focused on delivering a fair outcome, including having the right products for their needs.
• Comply with any specific responsibilities necessary for your role as outlined by your line manager, Culture & People or assurance teams (compliance, risk, internal audit) and ensure you keep up to date with developments in these areas. This may include, amongst others, Beazley’s underwriting control standards, Beazley’s claims control standards, other Beazley standards and customer relationship management.
• Carry out additional responsibilities as individually notified, either through your objectives or through the learning management system. These may include membership of any Beazley committees or working groups.

Personal Specification:

Skills and Abilities

• Ability to oversee and manage multiple projects, with strong and constant follow-up skills required
• Initiative to take on work and complete projects
• Ability to negotiate and influence
• Strong communication skills, both verbal and written
• Strong computer skills – Microsoft package, especially Excel
• Exceptional organisation skills with the ability to manage own time, meet deadlines and prioritise
• Ability to work under pressure
• Ability to work effectively in a team

Knowledge and Experience

• Building or facilities management experience
• Move experience
• Project management experience
• Web creation tech skills desirable

Aptitude and Disposition

• Outcome focused, self-motivated, dynamic, flexible and enthusiastic
• Professional approach to successfully interact with managers/colleagues and external suppliers
• Ability to initiate a project and see it through from start to finish, not just do discrete transactions
• Team player with a ‘can do’ attitude
• Determination, persistence and strength of mind

Competencies

• Accuracy
• Customer focused
• Information seeking
• Initiative
• Multi-tasking
• Outcome focused
• Problem solver
• Self-Starter
• Teamwork
• Time Management

Salary for this role will be tailored to the successful individual’s location and experience. The expected compensation range for this position is $65,000.00 - $75,000.00 per year plus discretionary annual bonus. You will be able to discuss your salary expectations should you be contacted about this role.