Regional Facilities Manager - South

Key responsibilities include:

Asset Value:

To maintain an awareness of and report to the Line Manager all operational issues that may impact on the value of the
properties

Budgets:

Be responsible for drafting the service charge budgets relating to the properties under management, relating to all services
included but not limited to external grounds maintenance, external cleaning, pump maintenance, CCTV & access control, security
services, drainage, fabric and H&S works etc.

Undertake regular monitoring of the budget provisions and capture variance reporting on current and planned expenditure to
ensure monies are used effectively and carefully, delivering end of year on budget

Raise purchase orders for works and authorise invoices for payment

Work with internal and external parties to develop a minor & major works strategy plan for future works.

Draft minor works specifications and seek comparison costs, analysing those estimates for best value maintaining a cost effective solution

Contractor Management

Meet with key contract managers to drive performance across hard and soft service lines including the review of minutes, action
plans and KPIs

To monitor and report on the performance of service contractors and take such action as is appropriate

Ensure all suppliers adhere to policies and procedures, conversant with risk and have updated and effective assignment
instructions or maintenance plans

Obtain and analyse compliance and performance reports from all suppliers including environmental reporting in line with the
company’s ESG strategy and wider ISO14001 requirements

Property Maintenance 

Identify key areas where maintenance planning is required, engage and liaise with 3rd party consultants and suppliers to
prepare a planned preventative maintenance schedule

To compile and maintain all plans and drawings for the portfolio of properties

To assist and ensure that all plant and equipment (including fire equipment) are tested and maintained in accordance with the
manufacturer’s specifications; to keep records of testing and all relevant certificates

Regular inspections of all parts of the building, both common and tenant’s demise on occasion

Responsibility for energy and water management, reducing utilities consumption and increasing water efficiency, improving and
monitoring waste minimisation and recycling

To procure, instruct and manage minor works as required

In accordance with the property strategy, work with the asset management team to develop a unit hand-back specification of
works, procure and project manage as appropriate to ensure swift letting turn-around

Tenant Liaison 

To create and maintain good relationships with tenants

To compile and maintain accurate tenant contact information

Build positive relationships with all tenant contacts and hold regular interaction meetings to ensure a high level of customer care

Assist with the compilation and issue of occupier satisfaction studies

Health, Safety and Risk Management

To organise and co-ordinate site work with the minimum risk to health and safety and to comply with legislation, codes of
practice, policies and procedures

Be conversant with the requirements of the Health and Safety at Work Act 1974 and associated legislation including water
hygiene, asbestos and working at height

To manage all Health and Safety matters in the building as required, utilising the company H&S system and other
record/management system(s), ensuring full compliance

To ensure that maintenance and building work on site is limited to trained, authorised employees, approved and competent
contractors

To assist and ensure that the necessary permissions, insurances, method statements and risk assessments are in place before
actual work commences and that these are adhered to

Controlling statutory compliance, legislative compliance and best practice

To ensure that works designated as high risk are controlled by an effective permit to work system

In the event of an accident or dangerous occurrence assist and ensure that temporary measures are taken to make the area safe,
then ascertain the circumstances of the incident and report to the Head of FM and Enforcing Authority where appropriate

Ensure recording of all accidents, incidents and dangerous occurrences and complete reports in accordance with the company’s
policy

To co-operate with the visits made by consultants and auditors appointed

Reporting

To provide regular reports to the line manager on all aspects of portfolio performance, existing risks and viable, robust solutions.

To ensure the collection of accurate and relevant data relating to performance of contractors and provision of analysis as and when required.

Provision of regular business case proposals for any CAPEX works or service chargeable projects.

Skills and Experience:

Essential Requirements

IOSH

Experience working in a fast paced environmental

Conversant with Customer Service Initiatives

Competent understanding of H&S legislation incl; Gas Regulations, Electricity at Work, Permit to Work etc.

Budget management experience

Articulate and excellent written and verbal communicator

Strong and compassionate people manager

Practically minded

Good IT skills

Ability to work in a small and busy office

Willingness to act as an emergency contact

Desirable Requirements

A recognised qualification in building or facility management

Previous working engineering background

Knowledge of building contract management

Understanding of commercial leases and contract law