Facilities Manager - Ashford, Kent

Overview

Facilities Manager – Ashford, Kent

Avison Young │ UK is seeking a Facilities Manager to manage facilities services at our Client site, including compliance, hard and soft services, building maintenance and service charge management. The Facilities Manager will build and maintain excellent relationships with client interfaces, suppliers and other service providers.

Responsibilities

Overall Purpose of Job

Take responsibility for the management and provision of facilities services at the Client site, including compliance, hard and soft services, building maintenance and service charge management. Manage and maintain excellent relationships with all client interfaces, suppliers and other service providers.

General Duties

• Comprehensively manage, plan and co-ordinate the physical and environmental conditions at the Client site. Report to the Regional Facilities Management. Core responsibilities include:

• Ensure all services necessary for the full and effective operation of the building in accordance with leases and directions from the Management Surveyor.
• Prepare, monitor and reconcile the annual service charge budget in line with the RICS Code of Practice.
• Engage regularly with occupiers; keep them informed of works and services. Maintain updated tenant contacts, key holders and fire safety lists.
• Deliver excellent customer service to occupiers and clients.
• Inspect the buildings, including common areas, record issues, and track actions.
• Proactively manage tenant fault reporting and day-to-day issues.
• Manage the performance of the Avison Young Service Desk to ensure service providers interact effectively; ensure reactive tasks are reported, actioned and closed per SLAs & KPIs.
• Raise and supervise insurance claims with the Management Surveyor.
• Assist with Wayleave Agreements and Licence to Alter as required by the RFM and Management Surveyor.
• Assist the Management Surveyor with formal written reports and attend client meetings as required.
• Monitor energy and water consumption and champion sustainable operation of the property.
• Work with the Waste Contractor and Occupiers to drive recycling and minimise waste.
• Establish liaison with local authorities and organizations as necessary for successful building operation.
• Manage Key Handling processes, ensure keys issued/returned, and brief involved supply chain partners.
• Ensure adherence to policies, procedures and QA.
• Participate as a member of the wider AY FM team, share knowledge, and support colleagues.

• Contract Management: Attend supplier review meetings, monitor contracts, inspect site records and method statements, and manage performance against SLAs and KPIs.
• Benchmark value and suitability of contracts with the RFM.

• Compliance Health & Safety: Maintain safety records, inspections, and documentation; report unsafe acts; ensure fire safety and routine testing (alarms, emergency lighting, sprinklers, drills) are conducted.
• Maintain annual Health and Safety Risk Assessments; manage Asbestos Register, Fire/Risk assessments, Water Risk, and related on-site logbooks and records.

• Environmental: Review energy consumption with external energy consultants; conduct regular property audits and develop improvement plans in line with AY Environmental Policy.

• Budget Control: Issue instructions for forward maintenance plans; determine priorities for repairs and upgrades; approve expenditure within authority levels; assist in annual service charge budget preparation and monitor expenditures to stay within budget.

• Undertake related duties as directed; provide cover for other client buildings when necessary.

Key Skill Requirements

• Strong track record in managing complex service charge budgets.
• Good communication and leadership skills.
• Knowledge of contract procurement, tender processes, contract administration and project briefs.
• Strong IT skills.
• Demonstrable experience in Property and Facilities Management within a mixed-use portfolio.
• Strong organisational and administrative skills; strong interpersonal skills.
• Experience managing service partners to deliver a 5* service.
• Interest in technical aspects of the role; a technical background is not required but desirable for technical projects.

Qualifications

• Membership of IWFM.
• NEBOSH General Certificate or IOSH.

Equal Opportunities

Avison Young is committed to equality, diversity and inclusion. We encourage applications from underrepresented groups and support disability inclusion. We provide adjustments for applicants where needed. If you require any adjustments to support your application or recruitment process, please contact careers.uk@avisonyoung.com.