Associate Director - Facilities Management

Reporting into: Head of Facilities

Direct Reports: 3 FM's and 1 SFM

Indirect Reports: 1 AFM

Job Purpose

Associate Directors in Facilities Management are responsible for the delivery of all on-site services across a regional portfolio of properties managed by Ashdown Phillips and Partners, providing all our stakeholders with a best-in-class service. The role will be involved in the following areas:

• Health and Safety
• Human Resources
• Facilities Management
• ESG

Key Objectives

• Ensuring the Company's compliance with regulations and health, safety and environmental standards across assigned properties.
• Act as an ambassador for the company and leader of the AP FM team (including key service partners), driving standards and leading by example.
• Train, develop and mentor direct reports and service teams - ensuring succession plans are in place.
• Act as a role model for Dare to be Brilliant within the property/properties for which the FM is responsible.
• Act as an escalation point for clients and occupiers.
• Work closely with Senior FM leadership team to deliver the FM strategy to support the company growth.

Key Accountabilities

• Monitor the progress of the FM team in understanding and following procedures whilst maintaining a helpdesk arrangement that gives the FM team access to advice and support on H&S matters.
• Closely monitor statutory compliance at all multi-occupied properties assigned within the region including monthly reporting and regular progress meetings.
• Identify and support regular training for all direct reports within the region to ensure a high level of competence and knowledge.
• Where possible include a broader group from within AP in training sessions to ensure a whole company approach to the subject of H&S.

• Identify and collate training and development needs for members of the AP FM team within the property/properties to ensure a high level of competence and knowledge within the team, as well as their personal development within the company.
• Focus on supplier management and KPIs, tenant liaison and relationships and building specific policies and procedures.
• Ensure that members of the FM team fully understand their role(s) and carry out regular operational reviews with both individuals and the team, focusing efforts to ensure the systems are kept up to date and also delivering a high performing team.
• Develop and implement a strategy for growth and ensure succession plan is in place for teams under the AD Control.

• Working with the Senior FM team - Develop, maintain and review general policies, procedures and best practice guidelines for the effective operation of the Facilities Management function within AP, ensuring that staff are trained fully and refreshed on a regular basis.
• Develop and maintain standardised operational FM documentation in line with legal requirements and internal processes and procedures.
• Motivate, develop, train and lead direct line reports within the FM teams to deliver best in class contractor management, contract tendering and management of service partners through a combination of strong working relationships, formal meetings and key performance indicators.
• Lead the procurement for the region and subsequently manage the provision of all relevant in scope FM services for the region, ensuring optimum service standards from internal/external sources.
• Ensure compliance with all statutory and internal obligations applicable to the ongoing occupation, operations and maintenance (including project work) of the Property/Properties.
• Motivate, develop, train and lead members of the FM team in occupier liaison and management, building handbooks and property-specific policies and procedures.
• Ensure members of the FM team fully understand their role as financial managers through training on budget preparation and cash flow management, liaison with Client Accounting teams and recovery of demised services such as electricity.
• Regularly visit and audit sites - ensuring action plans are in place to resolve any remedial actions promptly.
• Act as an escalation point to the teams - providing guidance and support to resolve complex issues.
• Become a SME and lead on an area of the FM strategy.

• Working closely with the Head of Sustainability - Identify, propose and develop environmental and sustainability opportunities for implementation, setting objectives and monitoring progress to include: Monitoring of consumption within allocated properties.
• Identifying energy savings within the portfolio and carbon reduction.
• Be actively involved in the sustainability committee/sub-committees in influencing the delivery of ESG across Ashdown Phillips.
• Understand and adopt client ESG strategies across the region ensuring compliance and with regards to data reporting and social value.
• Work with FMs in relation to sharing best practice across the region.

Internal Communication Lines

• Regular departmental reviews with the Head of Facilities.
• Host regular team meetings and one-to-ones with direct reports.
• Regular reporting on H&S and operational compliance across the regional portfolio.
• Full co-operation and integration of approach with all other functions around the business, including Surveying, Client Accounting and Company Accounting teams.

Personal Specification

These are the minimum key areas of knowledge, skills and experience:

• Extensive senior Facilities Management experience gained in both single 'Trophy' and multi-site properties.
• A qualification in health and safety, preferably NEBOSH or IOSH.
• A full understanding of statutory legislation in respect of property management.
• Comprehensive knowledge of all elements of Facilities Management, including contract management, tendering, business development and continuity planning.
• A working knowledge of ESG and an understanding of the pressures facing clients, property owners and wider stakeholder groups.
• A passion for brilliant service delivery, with an ambition to be the best and work with leading partners in the industry.
• Strong leadership skills with a proven track record in leading and managing high performing teams and the ability to manage a diverse workload with pace, accuracy and attention to detail.
• Excellent interpersonal skills and the ability to work collaboratively with both colleagues and external parties.
• Strong literary and numerical skills.