Job Description

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The head of Workplace for the Natixis London offices is responsible for developing and implementing workplace strategies and initiatives that enhance productivity, employee satisfaction, and support the company\'s goals and objectives. This role involves overseeing the physical and cultural aspects of the work environment, building and managing teams, and collaborating with internal and external stakeholders of the organization.

Key Responsibilities:

• Develop innovative and creative workplace strategies that support the organization\'s goals and objectives.
• Collaborate with internal and Paris stakeholders to ensure that workplace initiatives align with broader company objectives.
• Manage the day-to-day operations of the workplace, including facility management, maintenance, budgets, and vendor relations. Ensure that Natixis\' offices are safe, clean, well-maintained and functional. To manage relationships internally with stakeholders and support functions and externally with landlord & managing agent, supply partners to provide statutory compliance, efficiency and business continuity to the Natixis London offices (including asset management).
• Develop and implement effective communication strategies to ensure that employees are aware of workplace initiatives and changes.
• Develop and maintain relationships with external partners, including architects, designers, and other service providers to enhance the workplace experience.
• Analyse data and track performance metrics to evaluate the effectiveness of workplace and make recommendations for improvement.
• Collaborate with senior leadership to develop and implement policies for health and safety, risk management, and emergency preparedness. ensures that, at all times, Natixis demonstrates best practice in Facilities Management and is compliant with statutory Health & Safety and Fire Safety regulations.
• To ensure efficient running of the Facilities office and a strong, motivated and customer-focused workplace team.
• To create and manage the Workplace London Budget in coordination with the CIO office. To produce a monthly report on the Workplace team activities and projects including a costs follow-up.
• To ensure well-documented & regularly-reviewed procedures are in place for all Workplace activities. Manage the periodic reviews and audits required to be in line with regulation and with industry standards.

General Facilities Management:

• Ensuring Workplace services are appropriate for Natixis\' business needs by regularly consulting and communicating with stakeholders and staff, and conducting audits and surveys.
• Providing a professionally-run Helpdesk service, which effectively monitors and measures performance.
• Ensuring well-documented & regularly-reviewed procedures are in place for all Workplace activities.
• Ensuring appropriate systems are in place and well-maintained.
• Ensuring the appropriate level of expertise exists within the Workplace team and through carefully selected supply partners.
• Ensuring close working relationships are established and maintained with other Natixis support functions such as IT, Security, HR and Administration.
• Ensuring good lines of communication with the landlord, managing agent, other building tenants and with external suppliers, as appropriate.
• Ensuring Natixis\' assets are appropriately utilised and maintained.
• Ensuring that Workplace practices are regularly reviewed and industry knowledge kept up-to-date.
• Keeping up-to-date floor-plans of all areas.
• Manage all workplace projects and initiatives required

Management of Contractors and Suppliers:

• Building excellent working partnerships with suppliers and contractors, looking for opportunities for service improvements and value-adds.
• Manage negotiations with vendors and review pricing to get the best offers for Natixis
• Ensuring contractual agreements are regularly reviewed and monitored, agreeing amendments and/or putting in place corrective action plans as necessary on the Facilities Management perimeter.
• Conducting regular performance reviews and meetings.

Health, Safety & Environment, Fire Safety

Ensuring Natixis is compliant with all statutory legislation and the Responsible Person is mitigated from risk by:

• Keeping abreast of UK laws governing HSE and fire safety.
• Ensuring the FM team is appropriately trained, knowledgeable and vigilant.
• Ensuring Natixis staff are kept at a constantly high level of awareness of the requirements of relevant legislation, by regular communication, clear documentation and necessary training.
• Ensuring contractors and visitors uphold Natixis safety policies.
• Ensuring Health & Safety compliance status is reported monthly to the SCM.
• Co-operating with the landlord, managing agent and fellow tenants regarding the requirements of safety legislation.
• Developing an Environmental policy which meets current and impending regulations and reduces the Company\'s carbon footprint in line with the Company Sustainability and the Corporate Social Responsibility policies.

Mechanical & Electrical and Fabric Maintenance

Ensuring Natixis\' offices are subject to optimum planned maintenance programmes to ensure statutory compliance, their efficient use, minimal downtime to ensure business continuity, and life-cycle management. Includes:

• Mechanical and electrical.
• Security systems.
• Audio-visual equipment.
• Business machines (excluding IT-related equipment).
• Office cleaning and hygiene.

Office Services

Ensuring all \'soft\' services provided by FM are well-managed, fit for purpose and subject to regular review:

• a Mail, messenger and courier services.
• Archiving and off-site storage.
• On-site filing and storage facilities.
• Stationery, print and supplies.
• Office moves.
• On-site asset tagging (excl. IT assets).

Team Leadership, Management and Development

Lead, manage and develop the FM team by:

• Ensuring team members understand the goals of the FM department, are motivated and adequately trained to carry out their responsibilities and duties.
• Ensuring they have clear objectives and are set tasks that are achievable and measurable.
• Regularly discussing and appraising performance, individually and as a team.

Natixis