Estate & Facilities Manager - Southampton Science Park

Location: Southampton Science Park (On Site)

Purpose of job

Southampton Science Park is a leading innovation campus located at Chilworth on the outskirts of Southampton and closely associated with the University of Southampton. Set within approximately 72 acres of landscaped grounds, the park accommodates over 100 science, technology and knowledge-based businesses, ranging from start-ups and university spinouts to established international companies.

The accommodation comprises a mix of office, laboratory and research and development space, supporting occupiers across sectors including life sciences, digital technology, engineering, software and advanced manufacturing.

Working closely with the USSP management team, the Estates & Facilities Manager will play a key role in delivering premium occupier and visitor experience, ensuring the highest standards of health and safety, statutory compliance, environmental performance and sustainability across the estate.

Key Skills and Competencies

Organisation

• To have excellent personal administration skills and to be able to efficiently organise your working day to deliver a first-class service across the site to include (but not limited to) daily/weekly/monthly required site inspection, contractor management (including formal reviews), proactive Vantify helpdesk and Health and Safety management standard and other letter / email correspondence etc;
• To attend weekly client meeting to discuss operational matters and to provide a quarterly Board report setting out Health and Safety and security matters.
• To proactively ensure site-based colleagues also manage themselves in this manner and to show a leading example of good organisation;
• Management of the property is undertaken in accordance with Lambert Smith Hampton’s ‘Best Practice’ QM Policy and Procedure.

Communication

• Communicates concisely, both orally and in writing;
• Handle all day-to-day enquiries which arise from whatever source in respect of the daily operation of the Science Park and liaise closely with the Science Park’s Operations Director;
• Maintains clear communication channels with other members of the Commercial Property Management Team;
• Confidently expresses a personal view on a situation and can share their experience and ideas with the rest of the team;
• To have a professional appearance and ensure professional attire is always worn;
• Presents a professional image when dealing with clients and tenants;
• Demonstrates a commitment to self-development;
• Computer literate – including Microsoft Office Suite and other Commercial Property Management systems.

Analytical Reasoning

• Demonstrates good attention to detail by regularly producing carefully prepared, accurate work;
• Good numerical and analytical skills;
• Use thorough and effective data gathering techniques in all aspects of their work

Interpersonal Skills

• Demonstrates co-operation and willingness to work with others;
• Able to work and, as necessary, lead within a team environment, as well as on their own initiative, whilst always understanding the wider company and client policy and issues.

Main Duties of Responsibilities:

General Objectives and Responsibilities

• Establish and maintain proper site records and premises administration in accordance with Lambert Smith Hampton’s ‘Best Practice’ QM Policy and Procedure. Records should be available for review on Vantify Risk and Vantify CAFM systems as specified. Training will be provided;
• Regularly liaise and communicate with occupiers and be the principal point of contact for advice and guidance in connection with the day-to-day operation and performance of the Science Park. This will include occupier meetings and the preparation/circulation of occupier handbook and inform Lambert Smith Hampton Commercial Property Managers/FMs of any occupier matters;
• To provide an exceptional and efficient experience for all Science Park occupiers, visitors, clients, Lambert Smith Hampton colleagues and contractors/suppliers;
• Complete regular property inspection audits to frequency as specified. Report to Commercial Property Manager/Senior Facilities Manager in accordance with agreed procedure regarding premises conditions and services;
• Ensure planned maintenance and reactive repair requirements are undertaken in accordance with compliant, efficient and cost-effective procedure. Demonstrate familiarity with all heating, ventilation, mechanical, electrical, life safety and public health plant, equipment and systems in each building and have a sound understanding of the purpose, general working and criticality of such equipment. Working with the Commercial Property Manager/Senior Facilities Manager to ensure planned maintenance contracts are in place and to achieve performance specifications, legislative compliance, efficiency and appropriate comfort and wellness conditions;
• Engage regularly with suppliers and monitor contractor performance against agreed contract standards. Liaising with the Lambert Smith Hampton procurement team always.
• Identify and manage minor fabric repairs and minor building works with reference to Commercial Property Manager/Senior Facilities Manager;
• Understand the principal terms of occupiers’ leases as they affect the facilities management of the Science Park (e.g. extent of common areas and shared services) and the clients’ obligations to provide Facilities Management services.
• Where appropriate, and unless instructed differently by our client, introduce major building and CDM projects works to colleagues in Lambert Smith Hampton’s Building Consultancy division via Lambert Smith Hampton Property Managers as and when identified. Liaise and participate in communication regarding coordination of major works whilst on site (e.g. site access etc.).
• Deliver and demonstrate Health and Safety compliance according to relevant legislation and Lambert Smith Hampton Health and Safety Policy procedure. Seek advice and guidance from Lambert Smith Hampton’s approved Health and Safety specialists, Head of Health and Safety, National Head of FM and Senior Facilities Manager network as required. Escalate risk action items to Lambert Smith Hampton Senior Facilities Managers/Property Manager if and where Client instruction and funding is required.
• Ensure that the Lambert Smith Hampton Vantify Risk and Vantify CAFM systems are updated and actions recorded accurately.
• Organise and coordinate first aid facilities and fire evacuation drills. Liaise with local emergency and security services as required.
• Ensure, where our responsibility, that all occupiers and contractors attending the Science Park comply with current Health & Safety legislation and safe working practice.
• Proactively and competently use the LSH Property Plus & Safe Contractor compliance web management systems for the property to ensure all compliance and other matters are logged and managed effectively and in accordance with company policy, company practice and legal statute.
• Review the risk assessments as required which are undertaken by external auditors (Ligtas) on an annual basis and held on a web-based system.
• Complete Health & Safety checklists at the required intervals and take action to correct any failings.
• Working under the direction of colleagues in LSH Energy ensure all utility meter readings are gathered in a timely manner, logged and input to the appropriate system or person.
• To ensure the Tenants Handbook is regularly updated and distributed.
• Ensure that all accidents and dangerous occurrences are recorded and investigated promptly, and that any necessary action is taken to prevent their recurrence and to make sure the FM and PM are updated.
• To assist the Commercial Property Management team in the financial management of the property to include purchase order raising and to assist with the service charge budget according to Lambert Smith Hampton Policy and Procedure and RICS Guidelines.
• Lambert Smith Hampton Commercial Property Management Department reserve the right to amend the job role and of the tasks at any time for the benefit of the instruction.
• Lead environmental compliance and sustainability initiatives across the estate.
• Monitor environmental performance, utilities and waste management.
• Ensure compliance with environmental legislation and site standards.
• Demonstrate experience of managing CIS contractors and associated compliance requirements, with a sound understanding of the CIS scheme, its practical application and compliance obligations.
• Experience of working in a multi-occupied science park or similar commercial environment.
• Liaise with the Science Park’s Business Development team to keep them updated as appropriate on significant tenant issues and maintenance works being undertaken.

Knowledge, Skills & Experience Required

• Good general knowledge of FM – Administration/Health & Safety
• Ideally IOSH Managing Safely although training can be provided to the right candidate

We understand the value that a diverse and inclusive working environment brings to Lambert Smith Hampton. We celebrate the different perspectives and insights that people can bring through their cultures and backgrounds. We are committed to equal employment opportunity regardless of race, colour, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or any other protected characteristic.

We want to ensure that your application can be considered for all relevant roles across the Lambert Smith Hampton group of companies, including subsidiary and affiliate companies. We believe that this will ensure that talented people interested in developing their career with us will be considered for the widest range of opportunities that we can provide and will also receive the best candidate experience.

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