Facilities Manager

The opportunity

We are looking for a skilled and experienced Facilities Manager to join the Office Services team in our Dubai office.

The roleholder will be expected to oversee all facilities operations across our Dubai and Abu Dhabi offices ensuring a safe, efficient and well managed workplace environment.

The firm

Bird & Bird opens a world of possible for lawyers and professionals everywhere. Working for a leading international law firm like Bird & Bird means working alongside people who are truly collegiate in the way they work with everyone. We work as one global team, with over 70% of work involving people from across the firm. And that's only increasing! It is this common purpose and shared approach that make it a more productive and collaborative place to work.

Your firm. Your future.

The team

You will be joining our Office Services team in the UAE, working collaboratively with various teams across both offices.

Our 34 international offices have their own professionals providing local expertise and support. Collaborative across the network, the team is focused on driving efficiency, adding value, and profitable growth.

What you'll do

The main duties and responsibilities for the role are as follows:

• Manage all facilities to ensure they are serviced and maintained properly including appointing and managing third party service providers for office cleaning and maintenance.
• Ensure FOH and BOH office environments are well maintained, functioning efficiently and a safe and suitable standard of operation is provided for our business including, but not limited to, client experience at reception area and meeting rooms, employee experience in pantry, shared and social spaces.
• Manage office refurbishments, expansions, relocations and review existing office layouts for efficiency of office space.
• Coordinate, communicate with and maintain relationships with all Office Services and facilities related professional advisors in the UAE including consultants, project managers, surveyors and general suppliers as and when required.
• Ensure health and safety procedures are in place for the UAE offices including any relevant training and guidance required on a regular or periodic basis, in addition to carrying out periodic health and safety audits and liaisons with the government and/or relevant local authorities.
• Liaise with office related management bodies and building management for parking and other services related to use of building facilities.
• Maintain and periodically review furniture and physical assets log, arrange replacements and disposals.
• Implement Office Services related procedures to support the day-to-day efficient functioning of the UAE offices.
• Monitor, analyze and improve office operating systems, policies and procedures for compliance and efficiency such as Office Services related budgets, records management, recycling, supplies and equipment.
• Lead and manage the UAE Office Services team ensuring optimal resource allocation and utilization.
• Ensure and enhance the Office Services team members' performance, and professional development through ongoing support, training, and mentorship.
• Ensure all communication through office phone lines, emails and couriers is carried out efficiently as per the desired standard required from the Office Services team and periodically review communication procedures for efficiency.
• Periodically meet with Head of Country to report on the performance and operational priorities of the UAE Offices including facilities management, team development, regional operations, and any concerns related to health, safety, or office facilities.
• Oversee office transportation function for UAE including service efficiency and safety levels, third party vehicle services and driver overtime.
• Manage office travel and accommodation arrangements, including assisting with the implementation of any emergency policies related to travel, arranging business travel flights, transport and hotel accommodation for domestic and international travel and obtaining a range of corporate hotel rates in the UAE.
• Manage the CLPD process as per the regulations of the Dubai Legal Affairs Department including arranging mandatory and accredited trainings in the office and at the DLAD training centre, accreditation of internal courses, course filing and maintaining CLPD training records.
• Manage the Office Services function in accordance with ISO27001 certification requirements and provide support required to maintain standards including performing all tasks necessary under this programme and maintaining all logs, records and producing reports accordingly.
• Support the ISO process for UAE offices by managing periodic Management Review Meetings including scheduling, preparing agendas, compiling updates from cross-functional teams and tracking action points.
• Plan and execute internal office events such as general social gatherings, annual strategy day, partners strategy day, Christmas and Ramadan events in coordination with the Marketing Department.
• Support the Marketing and HR Departments in internal and external events.
• Act as the primary liaison for global business support functions and legal/compliance teams on cross-border office operational matters (such as in case implementation of new policies related to the operational environment, health and safety or security).
• Maintain up-to-date records on the firm's supplier portal, in addition to periodic reviews of supplier agreements, NDAs, and service levels for all Office Services suppliers related to travel, stationary, maintenance, cleaning, HSE and others.
• Lead and monitor the ESG initiatives applicable to the UAE, including managing yearly data and documentation gathering and submission for firmwide Carbon Audit project, driving awareness campaigns, and promoting responsible office practices.
• Support the Business Continuity process for UAE by coordinating Business Continuity meetings, preparing agendas and minutes, compiling updates from cross-functional teams, tracking action points, carrying out periodic BCP testing, reporting Business Continuity incidents, introducing improvement actions and processes, in addition to liaising with Infosec team on local Business Continuity queries.
• Address and manage all office facilities related suggestions and concerns for the UAE offices.
• Manage other aspects of Office Services as required by the business from time to time.

About you

The successful candidate will have the following:

• A 'can do' attitude, willingness to learn and expand knowledge and skills within the role, approachability, flexibility as to hours and the role itself, a practical approach.
• Ability to build and maintain constructive relationships with individuals at different levels of seniority and from different cultures.
• Excellent interpersonal skills.
• Advanced knowledge of Word, Excel, Outlook, PowerPoint and Document Management systems.
• Minimum of three years' experience in a similar Facilities Management position, within professional services.
• Ability to communicate clearly and to listen effectively.
• Ability to manage and develop a junior team of support staff and work effectively as a team player.
• Knowledge and trends of best and suitable practices in this role and for the function as per UAE market.
• Ability to stay calm in often demanding situations and work well under pressure.

The main responsibilities of this role are outlined above; however, this description is not exhaustive, and the job holder may be required to undertake additional duties from time to time to ensure the smooth running of the department. The role may require some working outside our normal working hours of 9:00 am - 5:00 pm.