Facilities Management (FM) Contract Manager

At M&G our purpose is to give everyone real confidence to put their money to work. As an international savings and investments business with roots stretching back more than 170 years, we offer a range of financial products and services through Asset Management, Life and Wealth. All three operating segments work together to deliver attractive financial outcomes for our clients, and superior shareholder returns.

Through our behaviours of telling it like it is, owning it now, and moving it forward together with care and integrity; we are creating an exceptional place to work for exceptional talent.

We will consider flexible working arrangements for any of our roles and also offer workplace accommodations to ensure you have what you need to effectively deliver in your role.

Context for the role

• Workplace Solutions (WPS) provide great workplaces for the business, colleagues, clients and customers. We are tasked with ensuring that M&G plc has the right property in the right location at the right time and making certain that we demonstrate cost transparency, value for money and provide the best user experience when doing so. All of these activities are delivered in line with our risk management approach and appetite.
• The Operations team in WPS is responsible for the day-to-day running and operational performance, safety and security of M&G’s property portfolio and incident management.
• This role supports the Operations team delivering the supplier relationship and contract management of our third party FM suppliers. The role provides professional reports, using analysis of multiple data sets and dashboards.
• This includes responsibility for:
  • Maintaining workplaces that are enjoyable, safe, productive, secure, sustainable and compliant.
  • The commercial, financial and performance management of all third party FM contracts and suppliers.
  • Quarterly presentations on the performance of the suppliers in line with their contracts to a senior leadership team (SLT).
  • Planning to ensure the estate is fit for the future of M&G, and presenting new technologies and innovations.
  • Supporting the Project delivery teams so changes to workplace are operationally efficient.
  • Managing and delivering a strict audit regime.

Key functions include

• As a senior manager you will support the Senior Leadership Team and other senior colleagues in the management and leadership of WPS.
• Responsible for the management, auditing, planning, financial, operational and risk aspects and controls relating to:
  • All of M&G’s critical electrical, mechanical and plumbing (MEP) and civil engineering assets.
  • The infrastructure assets that provide the services to support the health, safety and security policies and standards.
  • The services within the FM contract agreements; mail room services, security, building fabric, M&E, cleaning internally and externally, landlord and tenant management.
  • Providing FM expertise to fit out projects and delivering project operational readiness programmes.
  • Reviewing project O&M’s with the engineering team for accuracy and suitability.
• Direction and management of all third party suppliers associated with installation, decommissioning and facilities management of the estate.
• Coordinate plans with the global health, safety and security assurance manager for WPS incident and crisis response, including scenario testing and training of key personnel.
• Managing the development of, and the governance for all WPS property standards.
• Management of M&G’s responsibilities in line with all external regulations and guidelines relating to the FM tasks and producing all associated reports.

Key tasks and areas of responsibilities: Facilities Management (FM)

• Contract management of the FM providers including:
  • Managing an annual audit regime and auditing the supply chain via self-audits, supplier audits and external third party audits. Presenting the outcome of the audits quarterly.
  • Ensuring the contractual KPI’s are completed on time and to the standards set in the contract.
  • Risk registers, issue logs, statutory compliance records, rectifications plans and reporting are in place and delivered so they are current at each month end.
  • Ensuring supplier personnel meet the criteria set out in the contract relevant to their role. Eligibility to work, background checked, suitably qualified / competent / trained to undertake their role.
  • Creating in the Operations monthly report the overall supplier performance information and contract management updates.
  • Managing minor property related projects £50k.

• Providing subject matter expertise across the portfolio in facilities management, and using that subject matter expertise in the event of a crisis or major incident being declared by M&G’s central response team (CRT).
• Data management – The role has access to multiple data sources and dashboards, a key aspect of this role is to use this information to present opportunities for improvements and reports suitable for the SLT.
• Undertaking and overseeing risk assessments and providing advice on control measures as required to reduce the level of risk to which employees, visitors and contractors are exposed.
• Support the sustainability team providing expert advice or service, using specialist knowledge and subject matter expertise where required, personally or through third parties. Ensuring the monitoring equipment is regularly tested and calibrated.

Commercial:

• The relationship management of the supplier in line with the Supplier Relationship programme including two presentations to the SRM steering committee per year. Supporting the SRM governance requirements.

• The commercial, financial and performance management of all third party FM contracts and suppliers.
• To manage and forecast quarterly, annual and contract term budgets relating to relevant services and programmes. Including all invoice approvals and debt management.
• To manage and approve the variable cost elements that fall outside of the contractual fixed costs, including forecasting. Present a clear understanding of this and the supplier challenges you initiate at your SRM reviews.
• To plan, budget and execute a life cycle replacement programme (LCR) for all related M&G assets with a 5 year look ahead.
• Providing value for money benchmarks via third parties and your own industry experience.
• Creating an annual contractual obligations tracker and measuring performance of the suppliers against this.
• Supporting the management and the leadership of the Workplace Solutions team.

Innovation:

• To review, and where applicable, present the latest developments of technology in the industry.
• Champion approved technologies that improve the efficiency of the services providers, reduce cost or enhance the end user experience.
• Drive automation from available data streams to produce more efficient systems. For example BMS and Workplace sensors, automate CAFM tasks to make more efficient TFM decisions on tasks.
• Drive change and innovation through the supply chain.

Person specification:

• Autonomous in the delivery of the role and drives the next stage of development at every opportunity.
• Experience in crisis and incident management.
• Understands and appreciates the importance of using discretion and maintaining confidentiality.
• Confident, assertive and able to win influence and challenge stakeholders.
• Delivers results, focus on performance, sets high standards and delivers with energy and determination.
• Keeps things simple where required, cuts through complexity, keeping the outcome in mind. Adapting the message suitable for the audience.
• Accurate and exceptional attention to detail.
• Strong process management skills.
• Facilitator and team player.
• Inspires, supports and encourages others, creating an environment where everyone can contribute.
• Capable of creating strong customer relationships and industry networks.
• Copes with ambiguity.
• Capable of innovation and delivering creative solutions.
• Embraces change, willing to be challenged and able to adapt quickly and imaginatively to new ideas.
• Ability to prioritise and coordinate activity.
• Capable of calmly responding to reactive tasks and troubleshooting problems.

Personal attribute/skills:

• Significant experience in similar roles for a large international organisation.
• Preferably degree, or professionally qualified in a science, engineering or FM related discipline.
• Relevant professional qualifications.
• Preferably a Member or higher of a professional institution relevant to Facilities management
  • The Institute of Workplace and Facilities Management (IWFM).
  • The Royal Institute of Chartered Surveyors (RICS).
  • The Chartered Institute of Building (CIoB).
  • The Chartered Institution of Building Services Engineers (CIBSE).
  • The Institution of Engineering and Technology (IET).
• Strong experience of managing multi discipline FM contracts.
• Strong experience of risk management.
• Strong data analysis and reporting background. Ability to create professional detailed reports in a timely manner, suitable for audiences up to and including board level.
• Knowledge of construction, including CDM is also desirable.

Work Level: Manager / Expert

Close Date: 24th March 2025

Recruiter: Matt Campbell

We have a diverse workforce and an inclusive culture at M&G plc, underpinned by our policies and our employee-led networks who provide networking opportunities, advice and support for the diverse communities our colleagues represent. Regardless of gender, ethnicity, age, sexual orientation, nationality, disability or long term condition, we are looking to attract, promote and retain exceptional people. We also welcome those who take part in military service and those returning from career breaks.

M&G is also proud to be a Disability Confident Leader , and we welcome applications from candidates with long-term health conditions, disabilities, or neuro-divergent conditions. Being a Disability Confident Leader means that candidates who meet the minimum criteria of a job will be offered an interview if they ‘opt in’ to the scheme when applying.

If you need assistance or an alternative means of applying for a role due to a disability or additional need, please let us know by contacting us at:

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