Ref
140478
Business Unit
Workplace, Arts & Culture
Location
Brighton
Salary
Competitive
Closing date
31/12/2022
Contract type
Full time
Employment type
Permanent
Description

Overall Purpose of Job

 

The Facilities Manager is to take responsibility for the management and provision of facilities services at our Client’s Multi-let sites, including compliance, hard and soft services, building maintenance and service charge management. The Facilities Manager will be responsible for managing and maintaining excellent relationships with all client interfaces, suppliers and other service providers.

 

Main Duties, Responsibilities & Accountabilities

 

General Duties:

The Facilities Manager undertakes to comprehensively manage, plan and co-ordinate the physical and environmental conditions at the Client site.   The Facilities Manager reports directly to the Regional Facilities Management and the role includes but is not limited to the following responsibilities:

  • Ensure all services necessary for the full and effective operation of the building in accordance with the provisions of the leases and as directed by the Management Surveyor.
  • Engage regularly with all occupiers keeping them informed of all works and services within the buildings.  Keep updated tenant contacts, key holders and fire safety responsible person lists.
  • Proactively manage tenant fault reporting and day to day issues.
  • Deliver an excellent customer service to occupiers and clients.
  • Engage regularly with the Client Premises Team and register any jobs that fall under their remit with the Premises Helpdesk Team and keep the Premises Officer informed of all issues that arise and any works and services within the buildings undertaken by AY.
  • Conduct Weekly Inspections of the multi-let buildings including all common parts areas i.e., corridors, fire escape routes, plant rooms, roof areas, service areas, car parks etc. Record issues and take actions accordingly.
  • Manage the performance of the Avison Young Service Desk to ensure that all service providers interact effectively and that reactive tasks are reported, action taken and then closed in accordance with SLAs & KPIs.
  • On a Monthly basis read all Utility supply Meters and take photos of the meters, submit readings to the utilities broker. Review Utility bills and send to Utility broker; follow up on payments and liaise with the Utilities Team on recharges.
  • Prepare, monitor and reconcile the annual service charge budget in accordance with the RICS Code of Practice.
  • Assist with the completion of Way leave Agreements and Licence to Alter as required by the RFM and the Management Surveyor.
  • Assist the Management Surveyor in the provision of formal written reports and attend client meetings as required and take minutes of meetings.
  • Monitor energy and water consumption, and champion the sustainable operation of the property.
  • Work closely with the Waste Contractor and all Occupiers to drive up recycling rates and minimise waste to landfill and incineration.
  • Establish close co-operation and liaison with all local authority departments, local organisations, businesses and associations as are necessary in connection with the successful operation of the building.
  • Manage the Key Handling process to ensure that keys are issued and returned by service providers and Avison Young staff. Records are to be kept and all FM Supply chain partners involved in the process are to be briefed accordingly.
  • Ensure at all times, adherence to policies, procedures and QA.
  • Participate fully as a member of the wider AY FM team, sharing knowledge and experience and providing information to colleagues and the team.

 

Compliance, Health & Safety:

  • Ensure that all safety records, statutory inspections, reports and documentation are retained and up to date at the properties.
  • Liaise with the Client’s Compliance Manager to provide Statutory documentation instructed by AY and request compliance documents from the client’s Premises Officer.
  • Report any unsafe acts/defects to the RFM immediately. All necessary documentation must be on site and complied with at all times, both in Landlords and tenants areas.
  • Fire precautions should be endorsed at all times. Check and witness on a rotational basis the weekly fire alarm test, emergency light test, sprinkler valve test and fire evacuation drills.
  • Ensure the instruction or management of the following:
  • Health and Safety Risk Assessment is undertaken annually.
  • Asbestos Register and Management plan produced, and all hazards managed as appropriate.
  • Fire Risk Assessment or Audit.
  • Water Risk Assessment.
  • On Site Logbooks
  • Fire Safety records
  • Water Hygiene records
  • Records for specific Permits to Work (PTW)
  • Mechanical and Electrical Engineering maintenance records
  • Cleaning reports and method statements

 

Contract Management:

  • Management of Contractors ensuring all Safety documents are in place and reviewed before works commence; conduct checks on works when complete.
  • Attend regular supplier review meetings and take ownership of the performance of the contracts. Inspect site records, method statements and contracts on a regular basis.
  • Monitor performance, attendance, cost and value through the SLAs and KPIs.
  • Assist the RFM with benchmarking value and the suitability of all contracts on a regular basis.

 

Environmental:

  • Management of the Master EPC data on behalf of the client, check and collate data and prepare a report for presentation at monthly meetings.
  • Review Landlord’s electricity and gas consumption levels, in conjunction with any external energy consultant and AY Environmental Policy.
  • Undertake a regular audit of the properties. Develop plans for the enhancement of the building, security measures and energy saving initiatives in line with AY Environmental Policy.

 

Budget Control:

  • Ensure instructions are issued to external advisers for the provision of forward maintenance plans for service charge expenditure on both plant and structure. Determine priorities for repair, enhancement, and modification of the building services facilities and equipment in order to implement the five-year plan, in agreement with the Management Surveyor.
  • Approve expenditure, within given authority levels, on building services expenditure and monitor service charge expenditure for the building.
  • Assist in the preparation of the annual service charge budget. This must be completed as per the AY budget calendar and at least 14 weeks before the service charge year end. Expenditure is to be monitored throughout the year to ensure that it is kept within budget for the current year. Complete and update AY Accountants (Websters) application:  submit annual budget, coordinate Quarterly Accountant/Surveyor Meetings to discuss spend and submit reports to Websters; At YE, review queries and assign them to relevant party and close out FM queries.
  • Raise and supervise insurance claims in conjunction with the Management Surveyor.

 

Undertake such other related duties as directed from time to time:

 

− Provide assistance / cover for other client buildings as and when required.

 

Desired Knowledge, Skills and Experience

 

Key Skill Requirements:

  • Strong Compliance knowledge.
  • Management of Contractors.
  • A strong record in managing complex service charge budgets.
  • Good communication and leadership skills.
  • Strong interpersonal skills.
  • Knowledge of contract procurement, tender processes, contract administration and project briefs.
  • Strong IT skills.
  • Be able to demonstrate a strong background in Property and Facilities Management within a mixed use property portfolio.
  • Strong organisational and administration skills.
  • Have demonstrable experience of managing service partners to deliver a 5* service.
  • Have an interest in the technical aspects of the role, a technical background is not required but an interest and experience in technical projects is desirable.

 

Knowledge / Qualification Requirements:

 

  • Membership of IWFM.
  • NEBOSH General Certificate or IOSH.