Facilities Manager

About us

The Fidelis Partnership is a leading specialty, bespoke and (re)insurance business. We have built our name on a 40-year track record of outperformance, and we continue to beat the market in our underwriting and returns. More information on The Fidelis Partnership can be found at www.fidelispartnership.com/

The Company currently writes lines of business including; specialty insurance: aviation & aerospace, energy, marine, property, terror & political violence, contingency and other specialty lines; reinsurance: property reinsurance, property retrocession, specialty reinsurance, whole account/multi-class and bespoke.

Role Overview

The Grace Hall Facilities Manager (the FM) will be responsible for managing all aspects of facilities and associated contracts for The Fidelis Partnership and Pine Walk Capital Ltd operations based in Grace Hall.

The initial focus for the FM will be to act as Project Manager for the fit out of Grace Hall with the role morphing into the Facilities Manager for the building long term.

Being in the privileged position of knowing how the building was fitted out and having an input into the design, the FM will be the subject matter expert for all the building services within TFP/PWCL responsibility.

The FM will lead local business initiatives including Health & Safety, managing contracts with vendors and suppliers and will understand the commercial and corporate requirements of the business. This includes being an active ambassador for collaboration and people management company wide.

Skills & Experience

Project Management

• Represent The Fidelis Partnership and Pine Walk Capital Ltd in all project meetings, ensuring the outcome is always in the best interest of the group.
• Act as the conduit for information to and from the project team, providing weekly progress reports, tracking key milestones and deadlines to allow the GFM to provide clear concise updates to the stakeholders. Identifying any potential risks and develop strategies to mitigate them and escalating issues with proposed solutions.
• Monitor the project budget spread sheet and provide regular updates to the GFM on costs for the purpose of reporting to stakeholders.
• Manage the contractors on site including checking RAMS and monitoring safe working practices.
• Manage the delivery schedule to ensure we abide by the City of London travel plans.
• Be the point of contact for the building for visitors and contractors.
• Manage the security arrangements during the fit-out phase and beyond.
• Maintain the building statutory compliance requirements during the fit out of the building.

Facilities Management

• Act as the key interface for internal stakeholders, manage the planned and reactive maintenance schedules to ensure safe and efficient workplaces
• Understand and manage the lease obligations including travel planning, waste management, building maintenance and security.
• Manage all Health & Safety requirements for the building including Fire, Legionella and general Health & Safety statutory compliance.
• Manage and maintain the security of the building to ensure all aspects of business, and employee safety are a priority, including new joiner access requirements and leaver terminations.
• Play a critical role of the Crisis Management team and assist the GFM to review the Business Continuity Plan and annual simulations.
• Work in partnership with the Compliance team to ensure all internal and external regulatory standards, process and controls under remit are met and ensure new staff are educated in the same
• Act as the subject matter expert regarding facilities contracts and as an internal consultant for departments and MGAs as required.
• Work with the GFM to support the company wide facilities services, sharing best practice and improving efficiencies across all locations.
• Review and interrogate performance data and KPI’s for existing contracts and identify and resolve any current or potential issues.
• Champion Green Team activities, ensuring staff understand the company goals and adhere to Green Team objectives
• Develop and maintain effective relationships with internal, external and supplier stakeholders, enabling positive customer and business outcomes across organisational
• Develop and manage a delivery booking system to ensure the lease obligations in relation to traffic management is maintained.

Contractor management

• Have a full and clear understanding of the supplier contracts and deliverables, including budgets, KPI’s, SLA’s and compliance. Ensure the suppliers are clear on expectations and deliver accordingly. Highlight any breached KPI’s to the GFM with evidence and data.
• Manage the Front of House contract to ensure the Banking Hall reception and guest services are providing an exceptional welcome to all guests and visitors, whilst maintaining the security and safety of all occupants.
• Understand the Front of House administration policies and procedures and develop a full suite of Standard Operating procedures to build resilience and continuity.
• Manage the cleaning contract for Grace Hall to ensure all areas of the property are maintained at the highest level of cleanliness and hygiene, not only to offer a comfortable environment to work, but to maintain the quality of the office fit out.
• Manage the maintenance contract and any direct service partners relating to Grace Hall services. Monitor maintenance schedules and maintain relevant service records for the purpose of evidencing HSE compliance.
• Ensure regular review meetings are held with the main suppliers to encourage a partnership approach to services with the goal of providing best-in-class office service across all aspects of Facilities within Grace Hall.

The Fidelis Partnership Ethos

Our culture is defined by our ethos. It is the foundation of who we are and the core of everything we do.

• Results – We want to be the best at the things we care about, so we focus on profitability over volume, with responsive decision-making and clear prioritised accountability.
• Innovate – We aspire to lead the market in providing the services and products our clients need, and to drive change in the broader impact our industry has on human rights, society, and environmental sustainability.
• Include – We create an environment where employees can bring their whole self to work, with open communication where everyone, irrespective of gender, ethnicity, sexual orientation or background, feels able to contribute ideas and be recognised and rewarded for their contribution
• Unite – We operate as team of individual talents that actively seeks to reflect the diversity of the societies in which we operate, giving our business the widest range of inputs and perspectives.
• Respond – We work in a business exposed to sudden shocks and changes – elemental, political, economic and human – so we remain nimble and ready for change.

Diversity, Equality & Inclusion

Our vision is for a workplace culture where differences are valued and where diversity of background, experience and thought are welcomed. We want to create an environment where all employees, regardless of who they are, are given equal opportunities for career progression and enjoy fair reward from their and The Fidelis Partnership successes. This will be driven by a workforce that embraces Diversity and Inclusion at every level, in every department across The Fidelis Partnership.