This vacancy is now closed

Ref
140422
Business Unit
Workplace, Arts & Culture
Location
Glasgow
Salary
Competitive
Closing date
30/09/2022
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 within the building to include compliance, hard and soft services, building maintenance, contract management and service charges. As the Facilities Manager you will ensure exemplary standards of customer service are delivered to the client and visitors to the site at all times.

 

Main Duties, Responsibilities & Accountabilities

 

The Facilities Manager undertakes to comprehensively manage, plan and co-ordinate the physical and environmental conditions within the building. The Facilities Manager reports to the Regional FM 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.
  • Prepare, monitor and reconcile service charge budgets in accordance with the RICS Code of Practice.
  • 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.
  • Deliver an excellent customer service to occupiers and clients.
  • Regularly inspect the 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 and record actions accordingly. 
  • Proactively manage tenant fault reporting and day to day issues.
  • Manage the performance of the Avison Young Service Desk via Concept to ensure that all service providers interact effectively and that reactive tasks are reported, action taken and then closed down in accordance with SLAs & KPIs.
  • Assist with the completion of Wayleave Agreements and Licence to Alter as required by Management Surveyor.
  • Assist Management Surveyor in the provision of formal written reports and attend client meetings as required.
  • Monitor energy and water consumption, and champion the sustainable operation of the properties.
  • 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 and Admin staff involved in the process are to be briefed accordingly.
  • Participate fully as a member of the wider Avison Young FM team, sharing knowledge and experience and providing information to colleagues and the team.

 

Contract Management

  • 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.

 

Compliance and Health and Safety

  • Ensure that all safety records, statutory inspections, reports and documentation are retained and up to date at the properties. Report any unsafe acts/defects to Regional FM 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 is produced and all hazards managed as appropriate.
    • Fire Risk Assessment or Audit.
    • Legionella 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

 

Environmental

  • Review Landlord’s electricity and gas consumption levels, in conjunction with the energy consultant and Avison Young Environmental Policy.
  • Undertake a regular audit of the property. Develop plans for the enhancement of the building, security measures and energy saving initiatives in line with Avison Young Environmental Policy

 

Budget Control

  • Ensure instructions are issued to external advisers for the provision of ten year 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 within all relevant properties.
  • Assist in the preparation of service charge budgets which are to be considered and reviewed by the Management Surveyor. This must be completed as per the Avison Young 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. 

 

Undertake such other related duties as directed from time to time

  • Provide assistance / cover for other client buildings when necessary.

 

Desired Knowledge, Skills and Experience

 

Key Skill Requirements

  • A good working knowledge of H&S
  • A strong record in managing complex service charge budgets.
  • Team player.
  • Good communication and leadership skills.
  • 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.
  • Strong interpersonal 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.
  • Minimum 3 years’ experience operating in commercial property for Investor Landlords operating service charge management in line with RICS Code of Practice for Service Charges in Commercial Property.