Senior Facilities Manager NEW

ASHDOWN PHILLIPS & PARTNERS LIMITED

Reporting into: Associate Director – Facilities Management

What we need:

A high performing, energetic Facilities Management professional to join our London team with potential to grow into a leadership role responsible for a best-in-class building. The candidate should ideally have Managing Agent experience and a proven record, allowing them to hit the ground running in a demanding environment. They must be willing to lead from the front and have a direct approach to getting things done. We pride ourselves on providing a brilliant service so time management, the ability to work under pressure, self-motivate and prioritise are an absolute must. We are offering a real opportunity to gain experience within a company with a reputation of promoting and growing talent, collaborating with an impressive client base.

Job Purpose

To establish, develop, control, and manage, on behalf of the Client, the services, and operations to a large, landmark property. To ensure compliance with all statutory regulations, internal policies and procedures, and best practices in the continued delivery of services in that property. The initial 12 months will involve close liaison with the base build project team, as well as occupiers undertaking their fit outs to ensure the effective and efficient handover of the building. To improve the energy efficiency and occupier comfort whilst reducing operational costs.

Key Objectives

• Ensuring compliance with regulations and health, safety, environment, and security standards.
• Function as an ambassador for the company and leader of the AP team (including key service partners), driving standards and leading by example.
• Managing client and occupier’s expectations having regard to set financial limits and delivery of first-class customer experience.
• Agreeing, monitoring, and managing all budgets to ensure costs, quality standards and efficiencies are achieved to target.
• Ensure effective and ongoing efficient running of the building including reducing reliance on gas where practicable.
• Collaborate with key stakeholders in developing and managing events at the property.
• Contribute to developing strong relationships with occupiers through dynamic engagement opportunities.
• Function as an ambassador for Ashdown Phillips in communicating the Clients objectives in relation to sustainability to occupiers.
• Lead on engagement with the local community.
• Management of occupier fitouts and small works.
• Work in partnership with the surveyor and client and their consultants to achieve their sustainability targets, promoting initiatives that will improve the building, in particular removing reliance on gas.

Key Accountabilities

• Ensure the cost-effective provision of agreed Facilities Management services for the Client(s), as required.
• Lead the procurement of and subsequently manage the provision of all relevant in scope FM services, ensuring optimum service standards from internal/external sources, advocating for the real Living Wage where possible.
• Own the forecasting, and then subsequently monitor and control budgets, ensuring costs are properly allocated against the respective property schedule, contained within agreed levels, and corresponding reports provided as required.
• Ensure compliance with all statutory and internal obligations applicable to the ongoing occupation, operations, and maintenance (including project work) of the property.
• Work with the FM team to deliver the clients net zero strategy.
• Maintain, establish, and develop appropriate relationships and communication channels with all occupiers and other stakeholders (including members of the public, colleagues, line manager and client representatives) to ensure that service levels are maintained and improved having regard to relevant budgetary constraints. Where required collect sustainability data from tenants and share relevant information back with them.
• Lead, manage and develop relationships with trade partners to ensure compliance with contracts and continued delivery of agreed services, ensuring compliance with the real Living Wage where appropriate.
• Ensuring all building services and life safety systems are maintained within relevant scheduled frequencies and inspections deadlines.
• Contribute towards the marketing of the property, monitoring and managing digital and other media where necessary.
• Identify and collate training and development needs for members of the Ashdown Phillips & Partners FM team within the property to ensure an elevated level of competence and knowledge within the team, as well as their personal development within the company. Focus on service provider management and KPIs, occupier liaison and relationships, and building specific policies and procedures.
• Ensure that members of the FM team fully understand their role(s) and conduct regular operational reviews with both individuals and the team, focussing efforts to ensure the systems are kept up to date and delivering a high performing team.
• Monitor the progress and performance of the FM team in the property and work in conjunction with line management, HR, and other colleagues as necessary to resolve.
• Provide regular analytics to the client in line with their requirements.
• Identify, propose, and develop environmental and sustainability opportunities for implementation, setting objectives and monitoring progress including energy savings and carbon reduction.
• Represent the company as a key contact for the client(s), occupiers, trade partners and other stakeholders within the property for which the FM is responsible.
• Collaborate with surveyor and FM team to communicate commentary on changes in energy budgets, real Living Wage and other positive initiatives that have been / will be undertaken.
• Monitor the performance of the building (alongside service partners and FM team) to improve efficiency of plant and equipment within the building.

Dimensions

Property Outline:

Multi occupied office space ranging from:

• Best in Class Trophy Asset
• Involvement in development to management and client projects
• To be agreed dependent on experience

On-site Reports:

• To be agreed dependent on experience

Communication Lines:

• Contracts managers for Security; M & E and Cleaning services. Additionally chairing monthly meetings for these main services. Day to day management and monitoring of M & E contract staff and subcontractors.
• Fabric maintenance contractors – communicating with contract manager, supervisor, and other personnel.
• Client – the Client’s architect, surveyors, consultants, insurance agents and surveyors, marketing agency and letting agents.
• Ashdown Phillips & Partners – MD, Directors, Senior Associate Directors, Associate Directors, surveyors, consultants, staff, and fellow centre / building managers.
• Health and Safety consultants – asbestos surveyors and inspectors, local authority, H & S officers.
• Regional Fire Brigade – Fire officers.
• Occupiers – their consultants, fit out agents and contractors.

Person Specification

These are the minimum key areas of knowledge, skills, and experience.

• Excellent working knowledge of current statutory legislation and regulations, especially regarding Health, Safety and Environment – IOSH qualification is essential.
• Proven knowledge and experience of managing contractors and service levels (e.g., M & E, security, and cleaning) associated with a retail, office, and residential estate, and within agreed budgets.
• Working knowledge of NABERS advantageous.
• Proven experience of managing complex buildings.
• Critical thinking skills to continue to match resources to achieve various service requirements.
• Demonstrable knowledge of service charges and budgeting techniques (where possible to the financial dimensions outlined above).
• Excellent organisational and time management, able to meet tight deadlines and respond in emergency situations.
• Self motivated and able to work on own initiative without ongoing direct supervision.
• Excellent interpersonal and communication skills able to effectively communicate at all levels and operate comfortably as part of a multi skilled team.
• Willingness to adopt a flexible approach to working patterns to respond to changing needs.
• Previous facilities management or management experience in either retail or mixed-use environment.
• Interest in the property sector and an understanding of the occupational requirements of occupiers, as well as current market drivers for Client’s.
• Good IT skills in particular Microsoft Word and Excel.
• Qualifications: – IWFM Membership, IOSH, NEBOSH

Interested? Send us your CV

Complete our short form and upload your CV to express your interest in applying.