Facilities and Operations Manager

Overview

Facilities and Operations Manager – Aga Khan Foundation

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This role is responsible for managing the effective functioning of the Aga Khan Centre to provide safe, efficient, secure, legally compliant and environmentally friendly spaces for residents, employees, students and visitors. Leading a small team, the Facilities and Operations Manager will be responsible for providing a seamless support service to manage and deliver high quality proactive and reactive maintenance to a standard which is in accordance with the nature of the Aga Khan Centre and provides value for money. The role covers all aspects of repairs & maintenance including plumbing, air conditioning, electrics, building fabric, health & safety and emergency support and requires the postholder to be hands on, supporting the maintenance team with technical support, knowledge & coordination as well as executing PPM plans, managing contractors and overseeing and inspecting works.

AKC Building Operations

• Oversee and manage the teams responsible for the reception, security and cleaning.
• Prepare and keep up to date the Facilities Management (FM) Plan for AKC and the approach taken for each ‘hard’ and ‘soft’ FM service, including planned preventative maintenance and lifecycle replacements, ensuring that a suitable, safe, high-quality operating environment is provided.
• Act as a point of contact for technical support in order to reduce supplier callouts and ensure the correct supplier is allocated to resolve the problem, after issues have been looked at in-house first.
• Manage, plan and monitor the day-to-day repairs and maintenance activities of the building management team, ensuring works are completed on time, to the highest quality and in line with the approved FM plan.
• Coordinate and manage activities of suppliers working in and around AKC including checking and approving completed work, ensuring it is on budget, within agreed timescales and to the quality required.
• Act on defects highlighted in suppliers’ reports and ensure resolution following up on any unresolved issues that could affect plant or equipment performance and safety.
• Ensure the AKC maintenance reporting system is updated with work carried out and outstanding tasks. Maintain maintenance supplies, spares and stock levels and ensure supplies are always available. Review supplier reports and provide technical advice to ensure compliance with relevant legislation.
• Maintain and review equipment asset registers and update accordingly.
• Responsible for the Health and Safety policy for AKC and liaising with outsourced consultants to ensure compliance and required checks are carried out.
• Maintain all maintenance and H&S documents, registers and systems at all times and act as knowledge-holder on behalf of AKF(UK) for operation manuals, as-built drawings, maintenance records, licences and operating certificates related to AKC.
• Work with the AKC IT team and external providers on the operation and maintenance of core building services systems including FM, Room Booking and Security.
• Adhere to the AKC environmental policy promoting energy & water saving initiatives as well as recycling initiatives.
• Plan and implement minor projects to optimize space utilisation within AKC; participate as a key stakeholder in major projects.
• Support relationships with tenants of the AKC retail units.
• Ensure gardens and surrounding grounds are properly cared for and landscaped.
• Liaise with the Estate Landlord and agents regarding estate management, central services, infrastructure and security issues and maintenance of the public realm around AKC.
• Liaise with other building managers on the KX Estate and maintain good neighbourly relations.
• Respond to emergency situations or other urgent issues involving AKC.

AKC Building Administration

• Prepare an annual operational plan and budget for the AKC building management team.
• Provide commentary and analysis for the monthly building management finance report and work with the Property Finance Manager to ensure forecast accuracy.
• Lead supplier procurement processes related to building management.
• Monitor and approve all building management supplier invoices and staff expenses for payment in line with approved budgets; seek additional approvals for unbudgeted or excess expenditure.
• Ensure safeguarding processes are embedded into all building management operations, supplier contracts and policies.
• Routinely review standards of service, benchmark costs against equivalent buildings, and demonstrate value for money.
• Manage and maintain SLA standards, KPIs and targets for the AKC building management team.
• Own the AKC building management risk register and keep it up to date.
• Attend the AKF(UK) Property Committee meetings.
• Work flexibly to support events and incidents outside of regular hours.
• Ensure Task completion from Security Audit, maintaining up-to-date policies including the Critical Incident Plan and Office Security Plan.

AKC Events

• Ensure the building management team supports the events management team with large and complex events (facilities for parking, traffic control, security, first aid and hospitality).
• Support dismantling and removal of event materials and venue clearance.

People Management

• Help the AKF(UK) CEO and Senior Management Team promote teamwork, service quality, transparency, accountability, innovation and inclusiveness.
• Supervise, coach and mentor building management staff, building a highly skilled and motivated team.
• Set annual performance objectives and evaluate performance according to AKF (UK) procedures.
• Identify staff with potential for advancement and contribute to succession planning.
• Cultivate a culture of continuous improvement within the team.
• Carry out any other duties as assigned by the Head of Kings Cross Properties.

Qualifications

• A degree in Facilities Management or similar qualification would be an advantage.

Experience

• Experience of staff management
• Experience of managing third-party contractors
• Experience in managing complex mechanical, electrical and plumbing systems
• Experience of managing planned preventive maintenance for hard and soft services
• Experience of working in a complex, multi-stakeholder environment
• Experience in planning programmes of work for maintenance in accordance with the buildings requirements and identifying gaps in the maintenance strategy.
• Experience of identifying trends and developing/implementing management reports.
• Experience in a similar field e.g. school, university or charity.

Skills

• Good interpersonal, customer care and liaison with a wide range of stakeholders
• Ability to explain technical issues to non-technical personnel
• Ability to work both strategically and operationally
• Ability to successfully manage time, plans and other related tasks
• Ability to continuously meet targets and surpass expectations
• Ability to lead, inspire and motivate a team to meet objectives
• Excellent written and verbal communication skills in English
• Excellent communication skills with internal and external customers
• Commercially aware with good negotiating skills
• Excellent client-facing skills with the confidence to deal with people at all levels
• Capable of working independently and collaboratively as part of a wider team
• Good numeracy and presentation skills
• Self-motivated, action-focused and proactive
• Professional appearance and approach
• Proven ability to deal with change
• Must have right to work in the UK
• Salary £55,000 + Benefits

Location and Job Type

• Seniority level: Mid-Senior level
• Employment type: Full-time
• Job function: Management and Manufacturing
• Industries: Non-profit Organizations

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