Facilities Manager

Main Duties & Objectives:

HB Recruit are looking to recruit a Facilities Manager. This role is an entry level of FM role defined by the experience, training, and qualification within the sector. A Facilities Manager employed by HB Recruit is expected to work towards a professional qualification (Affiliate IWFM or Associate IWFM) during the first two years of employment.

It would be expected that a you will work towards promotion to Senior Facilities Manager in time whilst gaining the correct experience and competency. The role includes the management of a portfolio of properties and the delivery of the agreed services to each site according to the Property Management Agreement, and to deliver a consistently high standard of Facilities Management service within a predefined scope to unmanned properties, whilst working collaboratively with wider Commercial Property Management colleagues.

To coordinate the operational day to day aspects of building management including the management of contractors organising planned and unscheduled maintenance and reactive works, all in compliance with the company’s risk management processes and practices. To act as the first point of contact for tenant queries and escalation from the Service Desk. The use of the companies CAFM systems are included within this role to manage portfolio risk, Health & Safety, statutory compliance activities and overall contractor performance.

Responsibilities:

• Relationships – to develop and maintain collaborative relationships with property managers, colleagues, contractors, tenants, and occupiers to undertake site inspections and to have visibility on site through a published schedule of visits and regular informal communications To develop collaborative working relationships with contractors and service providers To maintain a professional manner and be aware at all times that they will be the on-site representation for the company.

• Customer Experience – to display customer centric behaviours that obsessed on providing our customers with the highest quality of service each and every time to help foster a customer experience culture that extends to the company’s supply chain, and that our service partners adopt the company’s CX aspirations, and these are measured appropriately.

• Tenant liaison – to liaise regularly with all tenants to keep them informed of actions, work and activities associated with the day to day running of the building, including anything out of the ordinary that may impact on daily routines to work collaboratively with estates colleagues and attend tenants’ meetings on a regular and mutually agreed basis to ensure regular and clear communication whilst addressing any issues or concerns.

• Tenancy and building issues changes – to refer all tenancy issues to the Estate Surveyor/Property Manager and be aware how own actions can implicate the terms of the lease. To seek advice from the estate’s colleagues in the event of any doubt.

• Service charge – to produce a draft service charge budget to reflect the estimated running costs of the property to include correct allocation of costs and to allow direct recovery as applicable Produce variance reports on a regular basis to a schedule as agreed with estates colleagues.

• Payments and invoicing – raise work orders and to code and authorise payment of invoices within approved FM element of service charge budget. The approval of non-recoverable invoices should be discussed and agreed with estates colleagues first.

• Lease requirements – to inform the responsible Estates Surveyor/Property Manager immediately where tenant activity has the potential to breach occupational lease agreements, for example, infringement of “house rules”, sudden loss of tenant staff or changes to structure, out of scope requests for service, etc.

• Property inspection – to undertake regular property inspection and produce an inspection report to the frequency specified by Information Exchange. Complete an inspection report during each inspection.

• Reactive works and Helpdesk – to ensure tenants are aware and utilise fully the Service Desk facility. To oversee Helpdesk activity and ensure Service Level Agreements are met.

• Construction design and management (CDM) Regulations – to identify works that should be managed in accordance with the requirements of the CDM regulations and ensure that a principal contractor is appointed to undertake all the requirements under CDM Referring any queries or questions to RFM for review.

• Contracts and contractor management – manage all aspects of contractor day to day activities at site, including Health and Safety in the common parts Ensure that contractors follow the companies Health & Safety ‘Rules for Contractors’ Ensure that there is a service contract in place for every site-based activity To conduct audit checks on contractors’ documentation, procedures, and quality of work in to make sure all routine and ad hoc works are undertaken using agreed companies contractor procedures and policies to maintain a schedule of contractors for each site including details of contract term, termination periods, annual cost and primary and emergency contact names and numbers for each contractor.

• Health & Safety Risk Assessments – ensure that the following Risk Assessments are undertaken by Ligtas across the portfolio at the prescribed frequencies including but not limited to: - Health and Safety Fire Working at Height Water treatment Responsible for the management to conclusion for all actions arising from these audits to the Information Exchange timescale in accordance with priority.

• CAFM - interface with ELogbook’s and the ELogbook’s Service Desk to ensure the correct operation of the designated CAFM system Respond in a timely manner to all requests for authorisation of work orders from ELogbook’s Ensure that the information held on ELogbook’s is correct and updated when required.

• Sustainability management and routine reporting – to update relevant information on sustainability platforms for applicable sites under their control to ensure all routine reporting procedures are completed in a timely manner and in accordance with applicable standards This includes the reading of utility meters and submission to Elogbooks.

• Human Resources – follow all HR procedures including absence, sickness, expense claims and Performance reviews.

• Complaints – to respond to and resolve any complaints within a minimal timescale, to communicate regularly with all parties, to escalate concerns where applicable and to recommend process or service improvements as relevant Report any complaints received from Tenants, Clients, members of the public or other employees immediately to your Line Manager.

Skills / Qualifications:

• Some FM experience or background in a related FM discipline

• Working towards Affiliate IWFM or AssocIWFM qualification (professional qualification to be gained within two years of appointment)

• Some H&S experience and prepared to undertake the IOSH certificate within 6 months of appointment

• Ambition to progress in FM.

Benefits:

• Pension contribution
  
  
• Annual leave
  
  
• Quarterly team socials
  
  
• Ongoing training and development
  
  
• Career progression plans and opportunities
  
  Salary:
  
  
• £40,000 – £45,000 including £3,500 car allowance