• Office Facilities Manager (12 Month Maternity Cover)

    Requisition ID
  • Job Profile

    VistaJet, the world’s first and only global aviation company, is looking for an Office Facilities Manager for a 12-month maternity cover. This contract will commence in August 2019 to ensure that a very thorough ‘handover’ can take place.


    Founded in 2004, VistaJet pioneered an innovative business model where customers pay only for the hours that they fly.  Our vision is to make business aviation simple and deliver the ultimate flight experience around the globe. 


    Today, we are the world’s only global aviation company, flying corporations, governments and private clients to 187 countries on our fleet of 70 silver and red business jets. 

    Your Responsibilities

    Reporting directly to our London-based HR Manager, you will be responsible for a team of agency workers, including Receptionist; Housekeeper and Cleaners, as well as maintenance contractors;


    This is role offers a broad remit of responsibilities Your main responsibilities will include:


    • Liaising with the landlord representative for building facilities. Be responsible for the soft services of the building, and main point of contact for the hard services. You will also need to complete annual negotiation of service rates with the landlord;
    • Be available out of office hours for building related emergencies;
    • Building maintenance – procurement of vendors for building related issues. Working with purchasing and legal to negotiate contracts and cost. Overseeing the maintenance work on the day and sign of with contractors;
    • Direct management of receptionists, house keeper and security guards. Overseeing their daily tasks and managing performance alongside their contract manager;
    • Health and Safety – ensure office is compliant with health and safety policies, procedures and documentation. Undertaking an annual H&S and fire risk assessment and organize any remedial work;
    • Responsible for office security. Making sure all employees have relevant access around the building, maintain the CCTV system and intruder alarm;
    • Contract management for all office suppliers. Tender out all contractual jobs to a minimum of 3 suppliers. Be on top of contract renewal and carry out frequent contract evaluation comparisons;
    • Project based work, including but not limited to, reshuffling of staff seating, structural work in the building, installing data cabling, and sometimes satellite office renovation. You will be responsible for procurement, negotiation, purchasing and snagging;
    • Frequent updates of office news via the company portal (Workplace);
    • Responsible for an immaculate office standard across all floors;
    • Ensuring each member of staff has a safe, comfortable and productive environment to work in;
    • Providing support in administration of certain employee benefits;
    • Part of the Emergency Response Plan panel, mainly as the central point of contact for the Mayfair office in the event of an emergency (office based, or aircraft based);

    Required Skills, Qualifications, and Experience

    • 2-3 years’ experience in a professional office management role;
    • Excellent relationship building skills with employees, management and suppliers;
    • Strong attention to detail – ensuring the offering is immaculate and well-maintaned;
    • Excellent communication skills and proficient with Microsoft Office applications;
    • Ability to implement and maintain processes and procedures in a large, dynamic office;
    • Confident to spot inefficiencies in office systems and affect change where necessary;
    • Strong knowledge of Health & Safety standards;
    • First aid trained.


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