What we need:
A high-performing, energetic facilities professional to join our growing team to oversee all day-to-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 need to be hands-on to get things done. We pride ourselves on delivering brilliant service, so time management, the ability to work under pressure, and prioritising work are absolute musts. This is a real opportunity to grow with a great company that 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 of a large property, or sub-regional portfolio of properties, provided to all occupiers. To ensure compliance with all statutory regulations, internal policies and procedures, and best practices in the continued delivery of services in 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 service partners), driving standards and leading by example.
- Act as a role model for Dare to be Brilliant within the properties for which the FM is responsible.
- Managing landlord and occupier expectations regarding 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 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/Properties.
- Maintain, establish, and develop appropriate relationships and communication channels with all occupiers 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 service partners 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 inspection 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. Focus on service partner management, KPIs, occupier liaison, and building-specific policies and procedures.
- Ensure that members of the properties’ FM team fully understand their role(s) and carry out regular operational reviews with both individuals and the team, focusing efforts to ensure the systems are kept up to date and also delivering a high-performing team.
- Monitor the progress and performance of the FM team in the 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), occupiers, suppliers, and other stakeholders within the property/properties for which the FM is responsible.
Dimensions
Property Outline:
Regional portfolio of multi-occupied offices, predominantly a newly refurbished building in the city.
Financial:
- To be agreed depending on experience
On-site Reports:
- To be agreed depending on experience
Communication Lines:
- Contract 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 service partner staff and subcontractors.
- Fabric maintenance service partners – communicating with the 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.
- Occupiers – 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 regarding Health, Safety, and Environment IOSH qualification is essential.
- Proven knowledge and experience of managing service partners and service levels (e.g., M & E, security, and cleaning) associated with a retail, office, and residential estate, and within agreed budgets.
- Proven experience in 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 to respond to changing needs.
- Previous facilities management or management experience in either retail or mixed-use environments.
- Interest in the property sector and an understanding of the occupational requirements of occupiers.
- Good IT skills, in particular Microsoft Word and Excel.
- Qualifications: Desirable – IWFM Membership, NEBOSH
