Project Facilities Manager

This job is brought to you by Jobs/Redefined, the UK's leading over-50s age inclusive jobs board.

Title:Project FM

Location:London but may be required to travel

Reporting into:Director - Head of Design for Management (DFM)

What we need:

A high performing, energetic facilities professional to join our Design for Management team with involvement in projects and design consultancy for best-in-class buildings. The candidate should have Managing Agent experience and a proven track record, allowing them to hit the ground running in a fast-paced environment. They must be willing to lead from the front and have a hands-on approach to getting things done. We pride ourselves on providing a brilliant service so time management, the ability to work autonomously and under pressure, self-motivate and prioritise are an absolute must. We are offering a real opportunity to grow within a company with a reputation for promoting and growing talent, working with an impressive client base.

Job Purpose

To support the Design for Management team in providing property management consultancy services to our clients. These include design consultancy to optimise operational efficiency, mobilisation and procurement support and service charge development. ESG synergy and amenity review in line with industry accreditation will be a large focus for our client base. This role will provide operational, project / programme management and administrative support to the team.

Key Objectives

• Ensuring properties are set up? in compliance with regulations and health, safety, environmental and security standards.
• Support the DFM Team in meetings, workshops and identifying opportunities to enhance the client's development.
• Act as an ambassador for the company and the AP team (including key service partners), driving standards and leading by example.
• Support clients and wider team on large scale projects.
• Deliver best in class service to all stakeholders
• Assist with the mobilization of new sites and in particular with the provision and population of standard FM documentation relating to those sites.

Key Accountabilities

1. Ensure the cost-effective provision of agreed Facilities Management services for the Landlord, as required.
2. Support on the procurement and subsequently manage the onboarding of service partners to handover to FM Team.
3. Support and assist in the forecasting of the property budgets and in the creation of mobilisation and day 2 works budgets.
4. Ensure compliance with all statutory and internal obligations applicable to the pre and post ongoing occupation, operations and maintenance (including project work) of the property.
5. Maintain, establish and develop appropriate relationships and communication channels with all clients and their respective professional teams and other stakeholders (including members of the public, colleagues, line manager and client representatives) to ensure that service levels are maintained.
6. Lead, manage and develop relationships with service partners to ensure compliance with contracts and continued delivery of agreed services.
7. Ensuring all building services and life safety systems are maintained within relevant scheduled frequencies and inspections deadline and that any scopes and MEP design elements are fit for purpose.
8. Identify, propose and develop environmental and sustainability opportunities for implementation, setting objectives and monitoring progress.
9. Support the DFM Team with building certifications including but not limited to WELL, BREEAM and NABERS
10. Represent the company as a key contact for the client(s), occupiers, service partners and other stakeholders within the property/properties for which the DFM Team is responsible.

Communication Lines:

• Contracts managers for Security, M&E, FOH and Cleaning services.
• 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 -Directors/Senior Leadership team, surveyors, consultants, staff and fellow facilities teams
• Health & Safety Consultants - asbestos surveyors & inspectors, Local Authority H & S Officers.
• Regional Fire Brigade - Fire Officers.
• Occupiers - their consultants, fit out agents and contractors.
• Support on other FM projects as time allows across the wider FM teams

Person Specification

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

• Excellent working knowledge of current statutory legislation and regulations, especially regarding Health, Safety and Environment. IOSH 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 commercial properties.
• Problem solving skills to continue to match resources to achieve various service requirements.
• Demonstrable knowledge of service charges and budgeting techniques.
• Excellent organisational and time management, able to meet tight deadlines and respond in emergency situations.
• Previous experience of large-scale projects and refurbishment.
• 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 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 requirements of occupiers, as well as current market drivers for Landlord's.
• Good IT skills in particular Microsoft Word and Excel.
• Desirable qualifications: IWFM Membership, IOSH, NEBOSH, Prince 2