Cluster Facilities Manager

Location: West London, Multiple commercial sites. Salary circa 55K plus yearly bonus and extensive benefits.

Objectives

Reporting to the Senior Facilities Manager, the purpose of the role is to achieve and maintain the very highest standards of Facilities Management and Customer Care within the cluster. This includes the building fabric, associated hard and soft services (through effective coordination of planned and reactive maintenance), site security and health and safety. This is a critical role supporting the Building Manager in their objectives to achieve sites that remain attractive to customers from both an operational and cost perspective. The role will require regular liaison with specialist contractors to ensure all work is carried out in line with best practice, to the expected standard, to reduce risk of failure, minimise downtime, disruption and operational risk. This role also involves ensuring that appropriate controls and procedures are followed to ensure the health & safety of any person affected by the undertaking of these works. The role will incorporate providing support for various site related projects such as fit–out and décor of common areas and washrooms etc. as well as general repairs. This will include regular review of all areas carrying out condition surveys and making arrangements for any remedial works identified. Setting and working to accurate and efficient FM related service charge budgets applicable to the sites under your responsibility. Provide industry recognised level of competency and knowledge relating to building services across the portfolio.

Main Responsibilities

• Customers: To consistently deliver high levels of customer service to Building Managers ensuring all Hard and Soft Service Facilities and Maintenance issues, requests, complaints and questions via telephone, e–mail or in person are acknowledged and acted upon within appropriate timelines and are escalated where required. Supporting the Building Manager in delivery of any necessary building preparation works required. Liaising with Building Managers and Building and Development team regarding Licence to Alter works.
• Estate Management: To maintain the properties to a high standard ensuring they are clean, safe, secure and compliant and attractive to customers. Ensure that all planned and reactive maintenance is undertaken in line with agreed specification, frequency, timeline and statutory requirement. Undertaking regular premises and works inspections identifying areas of concern / snagging items. Items to be recorded on Elogbooks software and arrangements made for works. Build relationships with Service Providers to ensure that their delivery is in line with expected levels of service, cost and timeliness. Management in line with their SLAs to ensure levels of delivery are as required. Coordination and delivery of minor decoration and fit out projects including preparation as well as liaison with Building and Development team regarding larger schemes. Review of work–related risk assessment and method statements, ensuring they meet the business need. Prior to works commencing, carrying out site inductions with Service Providers in relation to RAMS and undertake suitable levels of supervision and monitoring of work. Identify areas for improvement and discuss with Building Manager and Head of Facilities, implement any changes that are approved. Coordination of all fire related regulations and audits are undertaken (weekly fire tests, drills, maintenance visits). Management of sustainability objectives (waste, water & energy) and achieve cost efficiencies. Directing, planning and on–going management of essential central services such as security, maintenance, cleaning, waste disposal and recycling. Supervising grounds and general maintenance, including the line management of in–house Caretakers for planned and routine tasks. Risk management including Statutory compliance recording, risk assessments and ensuring that sites comply with all statutory requirements; all matters of concern should be escalated.
• Record Keeping: Management of Elogbooks CAFM system to ensure site records are current. Ensure all site documents are maintained including Operation and Maintenance manuals, Health & Safety files, asset registers, PPM calendars, logbooks, firebox, drawings / schematics and certification. Maintaining audit trail for all planned and reactive tasks. Providing regular updates to Building Manager and Head of Facilities including provision of relevant management reports reporting on SLA performance etc. Manage and maintain monthly utility meter readings.
• Staff Management: Managing planned and reactive tasks for the in–house FM Operatives, ensuring high levels of service and teamwork. Setting of objectives and performance management of the in–house FM Operatives and arrange training as identified/required. Deputise in the absence of the Building Manager.
• Finance: Manage expenditure and procurement for all facilities and building management related costs across the sites. Ensure that the site is managed within budget, raise necessary purchase orders, approve invoices and follow the correct procedures within agreed authorisation levels. Identify and achieve cost savings where possible. Provide information for the operating budget and budgetary systems for all FM related costs at sites.