Assistant Facilities Manager - Portlands Place, East Village, Stratford Management · Portlands Place in Stratford-upon-Avon

Purpose of the Role

The Assistant Facilities Manager supports the day-to-day management of the property, under the overall supervision of the Facilities and Health & Safety Manager. The Assistant Facilities Manager will be expected to contribute to the running of the property as a whole.

This position coordinates of minor technical / mechanical work, keep/ update compliance reports on DataStation / RFB, conduction cleaning/ housekeeping supervision activities/ audits that ensures the physical/ aesthetic aspects of the property, grounds, amenities, and common areas of the property meet the Company’s standards for cleanliness, appearance, safety, compliance and overall functionality.

Key Responsibilities

• As Assistant Facilities Manager, your responsibilities will include, but not limited to:

• Daily walk around/ inspections of common areas, basement and external fabric of building ensuring site is clean and safe for residents visitors and staff

• Tracks and follows the completion process of work orders generated from client requests for service, as well as preventative maintenance on the property by diagnosing the source or cause of the defect or problem, and making repairs in accordance with established policies, timelines, procedures, safety standards, and code requirements under the supervision of the Facilities and Health & Safety Manager.

• Follows process by scheduling vendors and contractor as needed, obtaining needed supplies and materials, completing all maintenance tasks, and inspecting completed work per the established timelines and policies under the supervision of the Facilities and Health & Safety Manager.

• Follows/ performs the process of accessing and obtaining materials, supplies, equipment, tools, and other items from the property’s maintenance team by tracking inventory used, returning unused items to the established location, and ordering supplies under the supervision of the Facilities and Health & Safety Manager.

• Performs the completion process for all inspections/ compliance by uploading and keeping up to date DataStation, RFB and all other platforms required to complete all current inspections as well as any future property or unit inspections required by code, regulation, or policy.

• Completes documentation and other paperwork in a timely, accurate, and complete fashion so that service requests can be appropriately documented and tracked under the supervision of the Facilities and Health & Safety Manager.

• Performs in maintaining the grounds, common areas, and amenities by ensuring clear off the rubbish and debris, pressure-washing Car Parking areas, terraces and building surroundings, performing general cleaning under the supervision of the Facilities and Health & Safety Manager.

• Supports cost-cutting and expense control programs by fixing rather than replacing parts when possible, not being wasteful with materials and supplies, and practicing the correct use for tools and equipment.

• Accompany external contractors whilst on site in line with key management and access to accommodate policies and practice

• Keeps Key Management tracker updated and follows key management procedures/ protocol

• Coordinates Contractors/Suppliers executing minor works contract on site

• Attend and replace light bulbs and any other minor jobs as requested.

• Maintains adequate inventory of spare parts and maintenance materials and works with Cleaning Supervisor and site engineer.

• Manage to order supplies and tools as needed to stay within budgetary guidelines.

• Conducts Health & Safety inductions to contractors and external personnel

• Actions regular preventative maintenance plans (PPM), i.e. arrange access at the required intervals to ensure building, equipment and facilities life cycles are met as pe Facilities management direct guidance

• Records Contractors/Suppliers performance to standard and retain accurate records of their site operations including all relevant RAMS & Permits to Work

• Ensures all outstanding actions from all PPM reports are extracted, recorded and highlighted to Facilities and Health & Safety Manager as part of the weekly/ monthly meeting reporting.

• Develops standards for the cleanliness and overall appearance of the property to ensure that they reflect and represent the high quality of the property, client’s and company’s standards.

• Periodically inspects work performed by other maintenance team members to assess effectiveness of policies and procedures and suggest/ develop corrective action plans as needed to the Facilities and Health & Safety Manager.

• Record/ track weekly/ monthly check records from the M&E log book and uploaded to DataStation / RFB / other compliance platforms on the weekly/ monthly, respectively, basis.

• Ensuring that all accidents, near misses and other risks identified, reported and recorded and any actions updated on DataStation and highlighted to Facilities and Health & Safety Manager to reduce or mitigate future risks

• Ensure compliance with the Property Management Agreement, KPIs and SLA\'s, industry best practices, Professional Statement and statutory obligations.

• Develop and maintain good relations with Estate stakeholders.

• Demonstrates customer services skills by treating residents, client and others with respect, answering questions from your team and client (i.e. Front Of House), responding sensitively to complaints about maintenance, cleaning services, and assigned work orders with efficiency and urgency.

• Is available on call out of hours to respond to emergency situations to resolve problems or contact contractors to address.

Skills, Knowledge and Experience

• Facilities Management experience in a high rise residential environment (i.e. hotel or private residential block) or experience in a related building trades field consisting of repairs, refurbishing, cleaning, heating, and maintenance administration.
• Knowledge of computerised maintenance management systems, i.e. CAFM system desirable.
• Knowledge and experience of hard and soft facilities management (formal FM qualification desirable e.g. BIFM)
• Knowledge and experience of compiling facilities maintenance specifications and associated tender documents
• Knowledge and experience using Building & Services O&M manuals; be able to read and understand Building & Services O&M drawings, i.e. water systems, drainage systems, HVAc systems etc.
• Knowledge in all building repair trades, purchasing procedures and practices, decoration and repair procedures.
• Knowledge and understanding of Health and Safety risks including manual handling, worksite safety, chemicals, trip and fall hazards, fire / H&S risk Assessments; have a property H&S related qualification (NEBOSH/IOSH)
• Extensive knowledge and experience in Facilities Maintenance legislative areas such as Legionella Management, LOLER/ PUWER, PSSR, Electrical Condition Reports and Fire Risk Management
• Knowledge and experience of budget management desirable
• Good level of knowledge and competence with Microsoft Office, i.e. Excel, PowerPoint
• Able to communicate confidently with people at all levels, The ability to deal tactfully, calmly and effectively with a wide range of people from within and outside the organisation
• A track record of successfully managing difficult situations
• Ability to adapt communication skills to varied situations
• Highly developed interpersonal skills including: initiative and motivation, Engendering effective team working and Handling feedback and complaints
• Proven experience of delivering excellent customer care and service
• Strong time management skills and the ability to prioritise
• Able to work autonomously and use initiative
• Dedicated team player, capable and willing to work independently and as part of a larger team
• Able to work well under pressure and to meet tight deadlines
• Able to manage own time and workload and has a flexible approach to changing priorities
• Enthusiasm and commitment to learn about and get involved in the department’s activities
• Strong organisation skills supporting both individual and team-level tasks
• Strong analytical skills and an ability to work through problems logically
• Excellent attention to detail and comfortable when working with data
• Sufficient experience of providing a facilities or maintenance service in a busy organisation
• Demonstrates good ESG awareness and to support the clients on any ESG deliverables for GRESB or other efficiencies. Here, making suggestions on how to improve management and delivery of maintenance and services to client/ residents, and how to achieve the company\'s financial, social and environmental objectives.
• Other duties as required, in line with the role.

This is a busy, demanding and ‘hands on’ role that will require a ‘can do’ attitude by the successful applicant.

Work will involve access to peoples’ homes in their absence so discretion and confidentiality essential and previous experience in this field required.

Working Hours -8am - 5pm

Salary -£40k to £45k

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Please see our Benefits Booklet for more information.