Job Title: Facilities Manager
Key Responsibilities
Customer
1. Further develop and maintain excellent client relationships, ensuring the highest standards of service in relation to operational needs and attend client meetings as applicable.
2. Preparation, control, and monitoring of the service agreement in accordance with the client's budgetary agreement.
3. Regular monitoring of key performance indicators and taking remedial action as applicable to ensure required standards are maintained and improved for the full range of buildings.
4. Manage major work programmes on site, acting as the liaison point for all parties involved.
5. Produce management reports in accordance with the needs of the business.
6. Liaise with the building manager and procurement department to ensure compilation of external contracts and ensure all procurement needs are carried out in line with Company policy.
7. Monitor FM works onsite and liaise with service providers/sub-contractors.
8. Ensure a work order is in place for all jobs completed by the site team prior to work commencing.
9. Attend daily/weekly/monthly meetings as formally agreed and requested.
10. Manage day-to-day customer relationships with the site team i.e., Snr Techs & Area Manager.
11. Communicate any requests for changes to site scope & services to the Contract Manager.
12. Help prepare quotes for additional subcontractor works & upload quotes to Web Quote for Client Approval.
13. Organise approved additional works with subcontractors up to 30k (> 30k classified as project).
14. Identify opportunities for continuous improvement and inform Contract Manager/client.
15. Ensure the fabric of the building both externally and internally is maintained and serviced to a high standard in accordance with the management contract and agreed budgets.
16. Support with providing solutions to any issues that may arise and ad-hoc activities that may require your input.
QHSE & Compliance
1. Responsible for all health and safety compliance onsite, including that of third-party service providers and maintenance records. Ensure log books are regularly updated and monitored in accordance with all Health and Safety requirements.
2. Compile and maintain all required management information/records relating to company health and safety and other related records, including asset register and emergency plans.
3. Ensure fire and other evacuations are carried out regularly in accordance with health and safety requirements, ensuring the emergency plan and related site maps are continually updated.
4. Liaise with local authorities as appropriate.
5. Proactively manage risk and deal with insurance issues on site.
6. Work with onsite planner to provide input into planning/scheduling including adjustments/corrections & WO allocation to the delivery team.
7. Manage WO completion via client systems.
8. Manage use of Avetta including employee & work order compliance.
9. Ensure site team follows all QHSE procedures, including provision, use & inspection of PPE.
10. Ensure OP61 (Client review) & OP63 (Contractor Checklist) are completed monthly.
11. Ensure dynamic risk assessments are completed for jobs not covered by CBRE site risk assessments.
12. Escalate if requested to do work outside agreed site scope.
13. Complete monthly toolbox talks and team sign off uploaded to eLogbook's.
14. Ensure team completes safety spotlights.
15. Ensure hazard reporting with team submitting 1/week per person with timesheet.
16. Complete all actions from QHSE & AGM audits within timeframes.
17. Report incidents and accidents, producing follow-up Root Cause Analysis/Learning from Experience to support knowledge sharing.
Subcontractors
1. Oversee third-party contracts to ensure the correct standard of service is provided in accordance with the agreed contract.
2. Manage use of Avetta including supplier compliance, work orders, and workers.
3. Request RAMS from subcontractors 2 weeks before due visit date and submit onto system for approval at least 48 hours before service visit.
4. Notify all subcontractors of their planned visit dates in conjunction with the CBRE OP18 document, as agreed with the Contract Manager.
5. Ensure all passes are approved on Client's Right Crowd & ensure full site induction is complete before work commences, which may include yard access.
6. Ensure all subcontractor logbooks are compliant with CBRE/Client procedures and demonstrate compliance at subcontractor logbook audits.
7. Read all subcontractor worksheets and escalate any issues with Contractor Manager.
8. Liaise with subcontractors on any reported defects.
9. Ensure subcontractors have been monitored as per client/CBRE procedures (OP63).
The above is a guideline to the role and is not intended to be fully inclusive or exclusive of the duties required.
Person Specification/Requirements
1. Formal relevant C&G or equivalent qualification.
2. Previous supervisory experience within a client environment, including Line Management responsibility for Company personnel and contractors and management service agreements as applicable.
3. Excellent customer service, interpersonal, and communication skills.
4. IT literate, with understanding and experience of industry-specific IT Applications.
5. High degree of knowledge of Health and Safety legislation, environmental protection requirements, and ideally IOSH or NEBOSH qualified.
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