Estate Facilities Manager
London Sites – West End & City
Commercial Managing Agent
£60-70k Salary
Annual Bonus
Healthcare
Our customer are a UK Property Consultancy, working across both commercial and residential property and real estate sectors, and with a current vacancy for an experienced Estate Manager to help manage a portfolio of circa 40 commercial properties across the City and West-End, delivering a 5* service for their customer. This portfolio is a mixture of retail, commercial and residential properties and the successful individual will be based out of FM office in Covent Garden and reporting into a Regional Director. Guideline salary for the position will be in the region of £65,000 with a discretionary annual bonus, healthcare, and other benefits.
The role involves leading the on-site team to deliver a high standard of customer service and Health, Safety and Facilities Management. Implementing all agreed service levels for both Hard and Soft services, property strategy and management standards alongside the organisation and client / tenant teams as well to prepare, monitor and execute the agreed budgets on time and within the agreed parameters.
Responsibilities
To lead and provide strategic direction to the on-site teams, both direct reports and out-sourced contracted resource, to deliver an exceptional customer experience on both Estates in line with the wider asset management plan.
To provide line management and support for the in-house members of the organisations team to maximise staff retention and development including but not limited to recruitment and selection, on-boarding & induction, tasks & objectives, monthly 1-2-1, appraisals as well as performance management, if necessary, in line with organisational policies and procedures.
To work closely with the Surveying, Marketing, Admin and Residential team to maximise occupancy and overall occupier experience.
Ensure that all statutory risk assessments, examinations, inspections and tests are completed within the required timescales and accurate compliance records are maintained at all times.
Proactively manage any defects identified during statutory risk assessments etc, maintaining a full audit trail of action taken through to completion within given timescales.
Proactive management and on-going monitoring of all Hard and Soft services delivered on site to ensure effective delivery. Establishing planned preventative maintenance programmes where none exist.
Undertake regular contract meetings (minimum quarterly) with suppliers including a formal assessment of performance, competence and compliance through a performance management system (SLA’s/KPI's)
To produce detailed service and project specifications for tender and subsequently manage the procurement and placement of goods, works and services in line with the clients and company policies and procedures and using any site-specific templates.
Invoice validation for services provided and works completed as well as monitoring on-going expenditure and ensuring the Management Team are made aware of any significant variances.
To manage and identify and collate requests for maintenance works and minor projects on site and subsequently manage the implementation and completion of works to the highest standards and best value utilising a combination of term-contractors, in-house resource and contractors.
Complete periodic safety tours and property inspections of the estate and properties and report using the agreed format/ templates, covering all FM areas according to a given schedule of visit frequencies.
Ensure that all Health, Safety and Environmental management systems are in place and maintained and that issues identified or reported are managed in line with departmental procedures. To chair and support all Health, Safety and Environmental meetings and audits for the estate.
Where required review any health and safety submissions prior to and during any estate or tenant activities, i.e. events, filming, refurbishment or fit-out, to ensure that the proposed activities are managed in line with statutory regulations and site policies.
Assist the Management Team in the production of client reports, management memos and on-going management of Service Charge budgets for all sites.
Ensure that any accidents, incidents or near misses are properly reported, recorded, investigated and any additional measures are implemented within required timescales
Manage any property insurance claims including liaising with the clients nominated broker, insurer and/or loss adjuster; arranging immediate repairs, obtaining suitable quotations for reinstatement and collating all necessary information for the claim.
To ensure any service/ maintenance issues receive prompt attention and are resolved within acceptable time parameters and all interested parties are kept fully advised.
To ensure that all property information and procedural documentation is maintained and information held is accurate and up to date at all times. Such information to be reviewed quarterly as a minimum. Any changes to emergency responders or procedures are to be advised immediately.
To ensure any works carried out at the property, whether by Occupier, Landlord or any third party, are undertaken with the correct health and safety arrangements in place, permits to work etc.
Manage internal and external relationships including liaison with Occupiers, on-site and central staff, service providers and external stakeholders as necessary for effective running of the estate.
To achieve and maintain the HSAS 18001, 14001 and Biodiversity objectives for health and safety management and performance,
To assist with covering planned and unplanned absences of the Management Team.
To be the first point of contact for all Occupiers and relevant subordinate staff in terms of operational matters at office, and to resolve disputes and issues in a calm and professional manner.
To produce performance reports for all estate activities and deliverables, i.e. health and safety, environmental, contractor performance, expenditure etc, and provide commentary on results identifying any necessary corrective action or opportunities for continuous improvement.
Assist with the implementation of any national/ regional FM service strategies.
Attend any internal/ external meetings or training deemed to be required to manage your properties, perform your role or maintain your professional competency.
Qualifications/Personal Skills
Have the necessary skills, experience and qualifications to provide the effective and efficient delivery of Facilities Management, Services and Projects in a similar high pressured environment.
An excellent understanding of building services with previous experience of managing hard services provision.
NEBOSH General Certificate (essential)
Membership of BIFM and/or IOSH (highly desirable)
Ability to communicate at all levels in a professional and supportive manner, to relay complex and technical information in such a way as to suit a variety of recipients.
Excellent written communication and report writing skills
A flexible, adaptable, friendly and a co-operative attitude
A self-starter with a good degree of initiative and self-motivation who can deliver effective work without the need for close management
Good management skills and the ability to motivate and challenge staff to meet the highest possible standards
Good standard of English grammar, spelling and take pride in presentation of work and self.
Good understanding and management of service charge and operational budgets.
Professional Experience
At least 5 years’ experience in Facilities Management with a full understanding of Managing Agent responsibilities (essential)
Experience of providing FM services within in similar environment.
A good working knowledge of the relationship between Landlord and Occupier and provision of an exceptional customer experience as it relates to commercial property.
Knowledge and experience of managing a variety of Health and Safety and related issues
Strong leadership skills and experience of managing a diverse team and can demonstrate the ability to carry out appraisals as well as other performance management activities
Strong contract management skills with experience of a formal performance management system (ideal)
An understanding of Hard services in the Facilities environment and the ability to articulate an issue in simple and accurate terms
Awareness training in Fire Risk Assessment, Asbestos Awareness, Water Hygiene management, Working at Height