Facilities and Operations Manager

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 maintenance to a standard which is in accordance with the nature of the Aga Khan Centre and provides value for money.

Building Operations

• Oversee and manage the teams responsible for the reception, security and cleaning.
• Act as a point of contact for technical support to reduce supplier callouts and ensure the correct supplier is allocated to resolve problems.
• Manage, plan and monitor the day-to-day repairs and maintenance activities of the building management team.
• Coordinate and manage activities of suppliers working in and around AKC.
• Ensure the AKC maintenance reporting system is updated with work carried out and outstanding tasks.
• Receive, review, store and respond to suppliers’ reports, providing technical advice to ensure compliance with relevant legislation.
• Responsible for the Health and Safety policy for AKC and liaise 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.
• Adhere to the AKC environmental policy promoting energy & water saving initiatives as well as recycling initiatives.
• Support relationships with the tenants of the AKC retail units.
• Ensure that the gardens embedded within the AKC, and the surrounding grounds and gardens are properly cared for and landscaped.
• Liaise with the Estate Landlord and their 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.

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.
• Monitor and approve all building management supplier invoices and staff expenses for payment in line with approved budgets.
• Ensure safeguarding processes are embedded into all building management operations, supplier contracts and policies.
• Review standards of service and ensure best practices are followed, benchmarking costs against equivalent buildings.
• Manage and maintain the SLA standards, KPIs and targets for the AKC building management team.
• Own the AKC building management risk register ensuring it is up to date.
• Work flexibly in terms of working hours to support events and incidents outside of regular hours.
• Ensure all tasks from the Security Audit are completed promptly, maintaining up to date policies including the Critical Incident Plan and Office Security Plan.
• Support the events management team with large and complex events, including organising facilities for car parking, traffic control, security, first aid, and hospitality.

People Management

• Supervise, coach and mentor building management staff, building a highly skilled and motivated team demonstrating best practice in the sector.
• Oversee and set annual performance objectives and evaluate performance in accordance with the AKF (UK)’s staff performance management procedures.
• Carry out any other duties as assigned by the Head of Kings Cross Properties.

The requirements

• Must have right to work in the UK.
• Must include CV and a supporting statement outlining why they want the role, why they want to work for AKF(UK) and how their experiences and skills make them suitable for the role.

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 preventative 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 building 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 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.
• Good presentation skills.
• Excellent communication skills with internal and external customers.
• Commercially aware with good negotiating skills.
• Excellent client facing skills with 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 with a proactive approach.
• Ability to maintain a professional appearance and approach.
• Proven ability to deal with change.

Knowledge

• Knowledge of statutory legislation (Pressure Systems Safety Regs, HSG 274 Parts 1, 2, 3, 17th Edition Electrical Regs, LOLER, Working at Height Regs, etc.) and capable of verifying certification relating to relevant statutory legislation.
• Thorough understanding of building systems (HVAC, electrical, plumbing, fire safety).
• Working knowledge of a CAFM system (Concept Evolution, TABS FM etc.).
• A good working knowledge of Microsoft Word, Project, Excel and PowerPoint.
• Awareness of sustainability and energy efficiency practices.

Attributes

• Demonstrates equity, transparency and integrity with high personal and organisational ethical standards; is fair, honest and trustworthy with respect for confidentiality; inspires and builds trust and respect.
• Respectful of diversity; sensitive towards others; open and understanding toward other people’s cultures, values, autonomy, and faiths; demonstrates compassion and empathy; courteous to others with respect for their background, religion, gender and age.
• Committed to acting ethically and upholding safeguarding standards towards all staff, volunteers, and beneficiaries of the organisation.

Sector

• Social Development