Tenant Services Supervisor

Department: Tenant Services - HQ3

Company: Canary Wharf Management Limited

Reporting to: Tenant Services Contracts & Project Manager

Job Summary

To supervise and manage Tenant Services contracts, maintenance programmes, and maintenance staff within the supervisors assigned contracts. To manage tenants’ extra works, to produce maintenance contract reports and manage compliance documentation. Monday to Friday, 40 hours per week. Salary £61,881 per annum.

Main Responsibilities

• Supervise the activities of the tenants’ planned maintenance contracts and ensure that the planned preventative maintenance tasks are carried out to the required quality standards.
• Ensure that any identified faults are reported to the tenant and with their permission, carry out repairs, adjustments and other maintenance works as appropriate.
• Manage tenants’ extra works/projects, and identify new opportunities for CWFM.
• Produce tenant routine maintenance/contract reports as required.
• Attend tenant maintenance contract review meetings.
• Ensure that all equipment that is under contract to CWFM to maintain is identified on a computerised system and a planned schedule of works is given to the tenant on a regular basis.
• Assist in the preparation, implementation, and concept input of the planned maintenance schedules for the required maintenance of all plant and equipment and monitor accordingly within the tenants’ areas.
• Formulate the relevant Risk Assessments and COSHH Assessments applicable to the maintenance work including third party suppliers’ H&S documentation.
• Monitor and supervise maintenance/engineering activities within the various tenant demise.
• Assist with the inspection and testing of the tenants’ fire and life safety systems, fire risk assessments, water treatment regimes and ensure they are complying with the latest governing legislation.
• Prepare schedules of all defects on plant, services, building structure etc., and progress the necessary remedial action in liaison with the building management.
• Prepare dilapidation reports/surveys before and after tenants move in or out of their demise.
• Be thoroughly familiar and compliant with the Canary Wharf Group plc and Tenants Health & Safety policy and procedures and assist the Building Services Manager with the requirements in such respects.
• Ensure that all relevant parties (tenants, Building Manager, Building Services Manager, Security etc.) are informed of any necessary close down or testing of plant, fire and life safety systems or other events which will affect the operation of their area and/or the building.
• Progress recommendations on service and maintenance matters to ensure tenants gain maximum benefit from the building facilities and experience minimum disruption.
• Keep tenants up to date with any issues with critical services in the buildings and outside providers.
• Be responsibly available outside normal working hours to cover for emergency situations.
• Organise and make easily accessible all service manuals, drawings, certificates and other documentation/records relating to the tenants’ equipment and systems.
• Ensure the accurate and timely completion of staff time/task sheets in accordance with procedures.
• Prepare monthly and quarterly accounts for tenant invoicing.
• Carry out other reasonable duties as requested by the Senior Manager, Tenant and MadeFor Services.

Person Specification

Post holder must possess a City & Guilds or NVQ Level 3 minimum in either Mechanical or Electrical Engineering. FM qualifications (BIFM/ degree) would be highly desirable. Experience of electrical, mechanical and HVAC systems within a large complex is essential together with a flexible, innovative and hands‑on approach. Ability to motivate staff, communicate at all levels and cope with stressful situations. Appreciation of the importance of customer service and its application in the context of Canary Wharf. Flexible and willing approach to work, team‑player, able to work under pressure, capable of working on own initiative and self‑motivated. Excellent verbal and written communication skills and good working knowledge of MS Office. Knowledge of the following areas is essential: Key Manager Programme Modules, IOSH Managing Safely, C&G Water Treatment, Relevant Emergency Procedures, Insurance Impairment Procedures.

Health Safety And Welfare Responsibilities

All staff are required to fulfil their legal duty to take reasonable care for the health and safety of themselves and others who may be affected by their acts and omissions, and to follow all guidance and instructions given in this respect.