Overview
Our Story
Our small Canadian-born business was founded in 1978 and has become a global organization that now spans 120 locations across 20 countries. Our expansion has been rapid, but what matters most is the common belief that drives all 5,000 of our people to be a different type of real estate organization. We believe that the places in which we live, work and play have the power to make us happier and healthier, and we are united by a shared sense of purpose, to have a positive impact on people’s lives. In short, we are a global commercial real estate advisory firm with a simple aim: for real estate to play a leading role in creating vibrant buildings, cities and places that deliver long-lasting social value and economic impact.
Why Work for Us:
We believe that our industry is changing, and we want our business to be a melting pot of curious minds, passionate hearts and strategic intelligence. Your gender, religion and race are all highly respected, but are less important to us than your ability to step up and change the game. We provide you with a place where you can do just that, with like-minded people. Collaboration is embedded in the way we work – our people have the autonomy to collaborate on client relationships, engage teams across the business, lead operations, work collectively on projects, participate in strategy and are ultimately responsible for our growth. Our distinctive Principal-led, privately-owned model puts us in the enviable position of being able to offer every employee the opportunity to own a share of our business and inspires and allows anyone to become a Principal. This role carries voting rights, so our people have a very real say in the future direction and operation of our business. This means that we are able to attract, engage and retain the best talent from the industry.
Responsibilities
The Assistant Facilities Manager undertakes to comprehensively manage, plan and co-ordinate the physical and environmental conditions within the multi-occupied portfolio. The Assistant Facilities Manager reports to the FM or Senior FM and the role includes but is not limited to the following responsibilities:
1. Ensure all services necessary for the full and effective operation of the buildings in accordance with the provisions of the leases and as directed by the Management Surveyor.
2. Assist with the preparation, monitor and reconcile service charge budgets in accordance with the RICS Code of Practice.
3. 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.
4. Deliver an excellent customer service to occupiers and clients.
5. Regularly inspect the buildings including all common parts areas. corridors, fire escape routes, plant rooms, roof areas, service areas, car parks etc. Record issues and take and record actions accordingly.
6. Proactively manage tenant fault reporting and day to day issues.
7. Manage the client preferred Work Order platform (Prism) 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.
8. Raise and supervise insurance claims in conjunction with the Facilities Co-ordinator and Surveyor.
9. Assist the Management Surveyors in the provision of formal written reports and attend client meetings as required.
10. Monitor energy and water consumption, and champion the sustainable operation of the properties.
11. 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.
12. 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
13. 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. Assist the Head of Facilities Management and FM, Head of Estate with benchmarking value and the suitability of the contract on a regular basis.
Compliance and Health and Safety
14. 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 the Senior Facilities Manager or Estate Manager immediately. All necessary documentation must be on site and complied with at all times, both in Landlords and tenants areas.
15. 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.
16. Ensure the instruction or management of the following:
17. Health and Safety Risk Assessment is undertaken annually.
18. Asbestos Register and Management plan is produced and all hazards managed as appropriate.
19. Fire Risk Assessment or Audit.
20. Legionella Assessment.
21. On Site Logbooks
22. Fire Safety records
23. Water Hygiene records
24. Records for specific Permits to Work (PTW)
25. Mechanical and Electrical Engineering maintenance records
26. Cleaning reports and method statements
Environmental
27. Review electricity and gas consumption levels, in conjunction with the energy consultant and Avison Young Environmental Policy.
28. Undertake a regular audit of the properties. Develop plans for the enhancement of the building, security measures and energy saving initiatives in line with Avison Young Environmental Policy
Budget Control
29. 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 Head of FM.
30. Approve expenditure, within given authority levels, on building services expenditure and monitor service charge expenditure within all relevant properties.
31. Assist in the preparation of service charge budgets which are to be considered and reviewed by the FM, Senior FM or Estate Manager. 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
32. Provide assistance / cover for other client buildings when necessary.
Qualifications
Key Skill Requirements:
33. Good communication and leadership skills.
34. Strong IT skills.
35. Be able to demonstrate a strong background in Property and Facilities Management within a mixed use property portfolio.
36. Strong organisational and administration skills.
37. Strong interpersonal skills.
38. Have demonstrable experience of managing service partners to deliver a 5* service.
39. 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.
40. Have experience of managing utilities/energy.
Knowledge / Desirable Qualification Requirements :
41. H&S trained to IOSH Managing Safely
42. Experience of working as part of a team in a multi-site FM environment;
43. Well-developed IT skills.
Equal Opportunities
At Avison Young, we are committed to building an inclusive culture that empowers all of our employees to thrive, be successful and feel a sense of belonging. Avison Young is an equal opportunities employer, and is committed to treating all its employees and job applicants equally. If you are person with a disability, if you are neurodivergent, or if you have a condition that you believe may affect your performance during our selection process, Avison Young will be happy to make reasonable adjustments to our processes for you.