Facilities Manager

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Job Purpose

To establish, develop, control, and manage, on behalf of the Landlord, the services, and operations to the Property (provided to all tenants). To ensure compliance with all statutory regulations, internal policies and procedures, and best practice in the continued delivery of a multi-let office building. To provide exceptional customer service to all clients, tenants, and Ashdown Phillips internal stakeholders.

Property Outline

One Colmore Square is located in the heart of Birmingham's central business district and comprises 203,800 sq ft of grade A office accommodation arranged over ten floors, together with two levels of basement car parking providing 133 spaces. It has a high calibre of occupiers who demand a best-in-class service. The annual service charge is £2,685,000 per annum.

On-site Reports

• Assistant Facilities Manager
• Security and Front of House Contract Team (3rd party)
• Reception Team (3rd party)
• Cleaning Contract Team (3rd party)
• Mechanical and Electrical Maintenance Team (3rd party)

Communication Lines

• Contract managers for Security, Reception and Cleaning Services. Attending monthly meetings for these main services. Day-to-day management and monitoring of M&E contract staff and sub-contractors.
• On site contracted service team manager meetings on a weekly basis to ensure coherent working.
• Fabric maintenance contractors - communicating with contract manager, foreman and other personnel.
• Client Landlord; the Landlord's architect, surveyors, consultants, insurance agents & surveyors, marketing agency and letting agents.
• Ashdown Phillips & Partners; MD, Directors, surveyors, consultants, staff and fellow centre/building managers.
• Health & Safety Consultants; asbestos surveyors, Local Authority H&S Officers.
• Regional Fire Brigade; Fire Officers.
• Tenants: their consultants, fit out agents and contractors.

Key Objectives

• Ensuring compliance with regulations and health, safety, environment, and security standards.
• Managing landlord and occupiers' expectations and delivery of 1st Class customer experience.
• Direct control of the monitoring and management of budgets to ensure costs, quality standards and efficiencies are achieved to target.
• Work with key stakeholders in developing and managing events at the property.
• Contribute to developing strong relationships with occupiers through dynamic engagement opportunities.
• Help drive the company's sustainability pledge and act as an ambassador for Ashdown Phillips in communicating the Clients objectives in relation to sustainability.
• Lead on engagement with the local community in establishing the property as part of a wider network support CSR initiatives.
• Management of occupier fitouts and small works.

Key Accountabilities

• Ensure the cost-effective provision of agreed Facilities Management services for the Landlord(s), as required.
• Lead the procurement of and subsequently manage the provision of all relevant in scope FM services, ensuring optimum service standards from internal/external sources.
• Own the forecasting, and then subsequently monitor and control budgets, ensuring costs are properly allocated against the respective property schedule, contained within agreed levels, and corresponding reports provided as required.
• Ensure compliance with all statutory and internal obligations applicable to the ongoing occupation, operations, and maintenance (including project work) of the property.
• Maintain, establish, and develop appropriate relationships and communication channels with all tenants and other stakeholders (including members of the public, colleagues, line manager and client representatives) to ensure that service levels are maintained and improved having regard to relevant budgetary constraints.
• Lead, manage and develop relationships with suppliers to ensure compliance with contracts and continued delivery of agreed services.
• Ensuring all building services and life safety systems are maintained within relevant scheduled frequencies and inspections deadlines.
• Contribute towards the marketing of the property, monitoring and managing digital and other media where necessary.
• Identify and collate training and development needs for members of the AP FM team within the property to ensure a high level of competence and knowledge within the team, as well as their personal development within the company. In particular, focus on supplier management and KPIs, tenant liaison and relationships and building specific policies and procedures.
• Identify, propose, and develop environmental and sustainability opportunities for implementation, setting objectives and monitoring progress.
• Represent the company as a key contact for the client(s), tenants, suppliers, and other stakeholders within the property for which the FM is responsible.

Person Specification

These are the minimum key areas of knowledge, skills, and experience.

• Working knowledge of current statutory legislation and regulations, especially regarding Health, Safety and Environment. IOSH qualification is essential.
• Knowledge and experience of managing contractors and service levels (e.g. M & E, security and cleaning) associated with a retail, office or business park/estate, and within agreed budgets.
• Problem solving skills to continue to match resources to achieve various service requirements.
• Events experience.
• Good knowledge of service charges and budgeting techniques (where possible to the financial dimensions outlined above).
• Excellent organisational and time management, able to meet tight deadlines and respond in emergency situations.

• Self motivated and able to work on own initiative without ongoing direct supervision.

• Excellent interpersonal and communication skills able to effectively communicate at all levels and operate comfortably as part of a multi skilled team.

• Willingness to adopt a flexible approach to working patterns in order to respond to the changing needs of the property.
• Previous facilities management or management experience in either retail or mixed-use environment.
• Interest in the property sector and an understanding of the occupational requirements of tenants.
• Good IT skills in particular Microsoft Word and Excel.
• Working knowledge of Smartspaces Application desirable but not essential.
• Qualifications: ISOH (NEBOSH preferred), Health and Safety Knowledge, IWFM, L8 Water Management, Communication and negotiation skills, Maintenance Management, Financial management, Sustainability, Energy management, Fire Safety, Permit to Work, Asbestos, management of contractors and IT Literate MS Office.