Job Title: Facilities Manager (TFM)
Business Area/Function: Total Facilities Management
Date Produced/Last Updated: February 2025
Reports To: UK TFM Operations Manager
Locations: Reading x 2, Cambridge, Aberdeen, London
General Overview:
As Facilities Manager (TFM), you will be responsible for managing internal staff and external contractors across a group of five prestigious office locations across the UK. The role requires a five-day workweek (08:00 - 17:00), although flexibility will be necessary to meet business and client needs. The Facilities Manager will take pride in the workplace, deliver exceptional customer service, ensure statutory compliance within all areas of our contractual remit, execute PPM routines effectively, and maintain excellent record keeping. Additionally, the FM will drive continuous improvement in the Fluke CAFM system, identifying and addressing areas of non-compliance.
HSEQ Statement:
We are a people business, and we recognise that the health, safety, and wellbeing of our employees is integral to achieving our business goals. Safety is critical to our operations, and we have a moral and legal responsibility to ensure the safety of our staff and third parties. We continually strive to enhance our safety culture, ensuring that safety is an integral part of our processes and actions. A good measure of an active safety culture is 'doing what we say'.
All employees are expected to adhere to our Sustainability and Health and Safety policies and procedures.
Key Responsibilities:
* Ensure full statutory compliance across the sites.
* Supervise and execute planned and reactive maintenance, ensuring timely completion.
* Organise and manage cleaning and security services on the sites.
* Accompanied the client on cleaning audits using the Cleantelligent system.
* Provide support and advice to clients and assist with asset management when required.
* Liaise with the Grosvenor finance team for invoice and purchase order processing, using the "Arriba" client system.
* Provide technical support and assistance to contract administrators.
* Hold suppliers accountable for SLAs, KPIs, customer service levels, and costs.
* Attend client meetings as required.
* Manage security clearance and supervision of subcontractors.
* Remedy non-compliances were identified during technical audits.
* Assist the team in obtaining quotations for remedial works and small projects, advising the client as needed.
* Maintain contractual margins for all reactive works.
* Supervise and assist with the management of PPM activities, including subcontractor inspections and quality checks.
* Assist with strategic planning of PPM activities, CAFM operations, and data management.
* Continuously assess operating models for efficiency and potential self-delivery opportunities.
* Keep records up-to-date for subcontractor inductions and competency.
* Ensure systems are in place for managing RAMS, safe systems of work, and permits for subcontractors.
* Maintain F-Gas registers for sites and ensure compliance with permit-to-work systems.
* Monitor and reorder cleaning and consumable stocks within the set budget.
* Engage in the recruitment and selection of the cleaning and maintenance team.
* Liaise with the security team for basic management of site security.
* Track progress updates on spares, materials, and equipment.
* Ensure that Grosvenor uniform and PPE are worn by all staff on-site.
* Perform any other ad hoc tasks as assigned by the UK TFM Operations Manager.
Leadership and People Development:
* Lead and motivate the team effectively.
* Foster strong communication within the team.
* Promote company values and initiatives.
* Contribute positively to the overall company objectives by building good working relationships with colleagues.
Qualifications and Required Experience:
* General Mechanical/Electrical/Refrigeration knowledge.
* Proficient in using CAFM systems, MS Word, Excel, and Outlook.
* Knowledge of, or willingness to learn about the following systems:
* Fire alarms, AHUs (Air Handling Units), Hot water heating, Cooling Towers, Shutters and doors
* Lifts and cranes, Pressure systems and pumps, Humidifiers and Dehumidifiers
* Lightning protection, Compressed Air, Expansion Vessels, Heat Exchangers
* Leak Detection systems, Uninterrupted Power Supplies, Bus bars, Three-phase, and Gas plant.
Key Interfaces:
* Key Account Managers
* Client Staff
* Facilities Coordinators
* CAFM Support Team
How We Will Monitor Your Work:
* Cleantelligent cleaning audit scores - Minimum of 90%.
* Monthly contractual KPI scores - Minimum of 80%.