Multi-Site Projects & Facilities Manager in Westminster

My client is a family owned and run provider of serviced office space. Due to their continued growth and success, we are looking for an experienced Multi-Site Projects & Facilities Manager to join the team at a very exciting time for them. The Multi-Site Projects & Facilities Manager (MPFM) has overall responsibility for the delivery of in-house Projects, Facilities and Maintenance Services to the Business Centres and Leaseholders across the Portfolio of 14 sites. This encompasses co-ordinating the smooth day to day running of all Facilities and Property services, and first-class service to the Centre Teams. The primary focus is to ensure that the client feels, and can evidence, that they are in a well maintained and safe centre. The MPFM must also develop good working relationships with the maintenance and fit-out contractors. You will be required to effectively prioritise resource requests to ensure the best impact for the business from those resources; and know when to engage additional internal support.

Responsibilities

• Centre Quality Assurance Checks and Periodical Audit of site Management Files including contractors PPM checks, quality of work and safe working practices.
• Teamworking to Ensure the Property team deliver against their objectives and provide high quality customer service.
• Provide Expert frameworks and opinion and ensure contractor work is carried out correctly and to a high standard in accordance with Health & Safety and Statutory Regulations.
• Ensuring that the Helpdesk delivers high quality customer service and that agreed SLAs are met and, where possible, exceeded.
• Proactive management and benchmarking of various third party contracts and providers of outsourced services e.g. M&E, Cleaning, Security, Catering, Insurance admin etc.
• Managing service level agreements (SLAs) & Key Performance Indicators (KPIs) with contractors and external suppliers.
• Ensuring compliance in all FM related areas with current and pending legislation & regulations.
• Ensure that all work is signed off and documentation received prior to settlement of invoice.
• Make periodic checks of contractors out-of-hours works and confirm access and system integrity arrangements.
• Emergency attendance out of hours on site as required.
• Responsible for energy & waste management at the site and carrying out reviews of best practice for ongoing environmental improvements.
• Assist with works and capital investment planning for maintenance for future years.
• Directly managing multiple planned ad-hoc projects ranging in value and size; ensuring that the budget and aims of the project are met, quality standards and health and safety are adhered to.
• Supervising the work of external project teams; this includes ensuring that Planning Applications and HSE Notifications for Construction Work are completed.
• Responsible within spending limits for the Facilities operational expenditure annual budget.
• The MPFM will be required to ensure tight document control and make recommendations as appropriate.
• Accountability for Administering and Checking Permits to Work are being adhered to on site.
• Accountability for Checking Contractor RAMS and ensuring that they are being adhered to on site.
• Accountability for the Management of key commissioning & FGas documentation Witnessing Commissioning, where required.
• Management of O&M & ensuring Drawings update post works completion.
• Management of any Client Works Management portal Assistance to Move in/Move Out.
• Property & Lease Management.
• Work the finance team to build Service Charge Accounts and Service Charge Schedules that are auditable and accurate.
• Take responsibility for preparing and establishing property operation manual, maintenance procedures and policies, and property management plan.
• Manage and prepare all paperwork and processes to ensure tenant move-in, licences for alter, deeds of variation, and dilapidations.
• Health & Safety to ensure that the premises, plant, machinery and work activities are maintained and operate in compliance with health and safety legislation.

Excellent Facilities, Property and Maintenance Management skills and proven experience of having managed projects covering construction fit out / refurbishment projects from conception, scoping, planning, budget management and control, time scale, team, health and safety and quality management of £500k - £3M in value.

Qualifications

• Proven experience of delivering high quality work in a similar role, preferably having managed across multiple sites.
• Good technical knowledge (including construction, heating, air conditioning, plant rooms, lighting), managing SLAs, KPIs and contractors.
• Experienced and confident in use of spreadsheets and other business financial & operational software packages.
• Experience of tendering contracts for services.
• Procurement and contract negotiation skills.
• Qualifications: CIOB / MRICS, IOSH Managing Safely or equivalent.