Facilities Manager

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What we need:

A high performing energic facilities professional to take join our growing team to oversee all day FM matters on a varied portfolio. They should have Managing agent experience and be able to hit the ground running. They must be willing to lead from the front and the need to be hands on to get things done. We pride ourselves on a brilliant service so time management and the ability to work under pressure and priortise works are an absolute must. Real opportunity to grow with a great company who has endless examples of promoting and growing talent.

Job Purpose

To establish, develop, control and manage, on behalf of the Landlord, the services and operations to a large (landmark) property, or sub-regional portfolio of properties (provided to all tenants). To ensure compliance with all statutory regulations, internal policies and procedures, and best practices in the continued delivery of services in that property (those properties).

Key Objectives

• Ensuring compliance with regulations and health, safety, environment and security standards.
• Act as an ambassador for the company and leader of the AP team (including key suppliers), driving standards and leading by example.
• Act as a role model for Dare to be Brilliant within the property/properties for which the FM is responsible.
• Managing landlord and tenants' expectations having regard to set financial limits.
• Agreeing, monitoring and managing all budgets to ensure costs, quality standards and efficiencies are achieved to target.

Key Accountabilities

• Ensure the cost-effective provision of agreed Facilities Management services for the Landlord(s), as required.
• Lead the procurement of & 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/Properties.
• 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/properties, 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/properties 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.
• Ensure that members of the FM team fully understand their role(s) and carry out regular operational reviews with both individuals and the team, focussing efforts to ensure the systems are kept up to date and also delivering a high performing teams.
• Monitor the progress and performance of the FM team in the property/properties and work in conjunction with line management, HR and other colleagues as necessary to resolve.
• 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/properties for which the FM is responsible.

Dimensions

Property Outline:

• To be discussed

Financial:

• To be agreed dependant on experience

On-site Reports:

• To be agreed dependant on experience

Communication Lines:

• Contracts managers for Security; M & E and Cleaning services. Additionally chairing monthly meetings for these main services. Day to day management and monitoring of M & E contract staff and sub contractors.
• 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, Senior Associate Directors, Associate Directors, surveyors, consultants, staff and fellow centre / building managers.
• Health & Safety Consultants - asbestos surveyors & inspectors, Local Authority H & S Officers.
• Regional Fire Brigade - Fire Officers.
• Tenants - their consultants, fit out agents and contractors.

Person Specification

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

• Excellent working knowledge of current statutory legislation and regulations, especially with regard to Health, Safety and EnvironmentIOSH qualification is essential.
• Proven knowledge and experience of managing contractors and service levels (e.g. M & E, security and cleaning) associated with a retail, office and residential estate, and within agreed budgets.
• Proven experience of managing complex buildings
• Problem solving skills to continue to match resources to achieve various service requirements.
• Demonstrable 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 changing needs.
• Previous facilities management or management experience in either retail or mixed use environment.
• Interest in the property sector and an understanding of the occupational requirement s of tenants.
• Good IT skills in particular Microsoft Word and Excel.
• Qualifications:

Desirable - IWFM Membership, IOSH, NEBOSH