Assistant Building Manager - 12 month FTC

Newmark is recruiting for a self-starting individual to work in the Facilities Management department. You will work for the Head of Facilities Management with the Estate Manager, alongside the Property and Asset Management (PAM) team. The role will involve assisting the Estate Manager with the management of a large site. This is a full-time position based on site, with the flexibility to work one day per week from home. The key focus of the role will be on providing high standards of service delivery to all stakeholders with regard to all aspects of facilities management.

Main responsibilities

• Assist with budget and cost control and an awareness of the property budget and client objectives.
• Assist with the management of service contracts, the assessment of quotes and fees to ensure best value and deliverability.
• Assist with progress monitoring meetings with the services maintenance contractors to monitor compliance with the contract scope of works and progress with the planned preventative maintenance activity.
• Supervise the maintenance audit regimes and safe systems of work, and actively manage continuous improvement by the contractor.
• Assist with the preparation of the service charge budgets, in consultation with the Building Manager.
• Maintain proper records of expenditure and spending commitments, using appropriate technology provided.
• Check and sign off contractor invoices, making sure that works are complete beforehand.
• Ensure any communication received for the property is dealt with in a timely and efficient manner.

Contractors and Staff

• Supervise the provision of services, having regard to the standards required. This will include regular meetings and inspections with both contractors and consultants.
• Instruct contractors responsible for Planned Preventative Maintenance work, ensuring work is within budget and completed on time.
• Seek greater efficiencies and better work practices in order to improve the quality of service delivery to occupiers.
• Negotiate, in consultation with the Property & Asset Manager, with contractors to agree terms of instructions, and then monitor and operate contract documentation in relation to all services at the property.
• Monitor and assess the performance of all staff and contractors at the property and take effective early action to address any shortcomings.
• Ensure that all call outs are dealt with efficiently and promptly.
• Maintain good relations with all occupiers, acting as the first point of contact.
• Assist with regular occupier meetings at the property, in consultation with the Building Manager.
• Assist in management of any occupiers’ proposed work/alterations to their demised area and assist the Property & Asset Management surveyor in coordinating and controlling the approval of the proposed works, in liaison with all interested parties, including external contractors and consultants.
• Advise occupiers regarding changes in office configuration, attending meetings to liaise with installers, consultants and architects as necessary.
• Advise the Property Manager of any breach of lease by the occupiers and give regular reports on the operation of the portfolio.
• Provide any information held on-site of a nature likely to be required in the event of a dispute between Landlord and Tenant and assist in settling any dispute when required.
• Prepare ad hoc reports as required for issue to internal and external parties.

Health & Safety

• Report on condition of Health and Safety compliance within your building(s).
• Ensure safety, evacuation and disaster recovery plan procedures are in place and up to date at all times.
• Ensure you, and any on-site staff, are fully conversant with Newmark, Safety, Health & Environmental (SHE) policies and any operational procedures made under these relevant to their role.
• Ensure that appropriate risk assessments are carried out and managed as specified by policy using Newmark documentation management system.
• Undertake regular checks of contractor site logbooks and ensure all H&S records are being correctly maintained and are fully up to date and complete at all times.
• If required, co-operate fully and promptly with any accident investigation.

About you

Skills and Behaviours

• Active team player.
• Willing and able to manage staff.
• Shares expertise with colleagues.
• Proactively communicates to colleagues and others.
• Makes decisions with regards to the management of the building(s) for which they are responsible.
• Strong communication skills, both verbal and written.
• Good numerical skills including computer literacy (Excel, Word, MS Outlook).
• Ability to work alone or as part of a team.
• High level of organisational and administrative skills.
• Proven track record in managing staff/contractors.
• Able to use initiative and take responsibility.
• Ability to work under pressure.

Experience / Education / Qualifications

• Membership of a Professional body (e.g. IWFM / IFMA) preferred.
• IOSH / NEBOSH preferred.
• Experience managing property.
• Basic understanding of commercial leases/service charges preferred.
• Experience of liaising with clients, tenants, consultants and local authorities.
• Knowledge of current Health & Safety legislation.

Salary and benefits

• Salary: competitive based on market and professional experience.
• 26 days’ holiday per year, plus Bank Holidays and extra days at Christmas and New Year.
• Pension – We match your contributions up to 8% (after initial probationary period).
• 26 weeks full maternity pay.
• 6 weeks full paternity pay.
• Private Medical Insurance with Vitality.
• 1 paid volunteering day per year to help give back to our local communities.
• Performance related staff profit share scheme.
• Wellbeing allowance which can be used for either physical or mental wellbeing activities.
• Critical Illness Cover - Employee paid scheme offered at a competitive rate through Aviva.
• Dental Insurance (self-funded) - access to employee-paid dental care at competitive rates.