Role Purpose

The purpose of this job is to manage a specific set of properties (commercial office, retail, industrial and mixed use), and to support the Regional Leader in the day to day management and operational delivery of activities, in line with all health & safety, compliance, financial (service charge etc.), ESG and company procedures, related legislation and client/tenant requirements.

The role will include the adherence to budgetary costs, client & customer service standards and management of junior staff as well as onsite personnel (through service partner contract managers).

Key Responsibilities

 

• Monitoring and manage systems including Elogbooks, Meridian, Yardi, Deepki to ensure the management of own portfolio
• Invoice and Purchase Order management and full budget responsibility in the budget setting and reconciliation area
• Operational management of utilities and the approval of utility costs (inc. invoicing)
• Manage all outstanding jobs on portfolio using the Elogbooks CAFM and Yardi finance systems
• Email liaison with contractors, security staff, PMs, client, colleagues and occupiers as appropriate for any building service issues.
• Full contractor liaison and management
• Answer any queries that may arise from members of the public paying due regard to GDPR constraints and policy
• Assist with and arrange access to various properties
• Engagement with the Elogbooks, Hard & Soft services contractors and helpdesk teams
• Quote approval & PO creation for remedial works
• Management of te Permit to Work and boundary permit process
• Interacting with onsite teams, colleagues and stakeholders
• Monthly reporting and meetings (weekly as appropriate as well
• Team meeting active participation
• Logging expense claims
• Logging insurance claims on appropriate systems
• GDPR - Requesting CCTV data via the Central Support Team
• Expenditure review
• Service Charge Budgets (setting and reconciling)
  • Budget Setting – liaison with all third parties and stakeholders, and inserting all figures and narrative
  • Service Charge reconciliation management
  • Service charge management of queries from tenants
  • Service Charge management of queries from tenants’ consultants
  • Service Charge management of queries from auditors including raising copies of all Invoices
• Benchmarking
• Environmental & Energy Sustainability initiatives through the ESG team, including reporting

·         Management and support of other FM staff as appropriate

·         Ensure that Meridian is up to date and all statutory compliance has been achieved

Adhoc

• Occupier/Fitout guides  - Updating and review
• Raising POs for consumables as requested
• Update Major Incident Management plans for sites
• Dealing with parking issues and with parking enforcement contractor
• Granting permissions, permits to work and reviewing RAMS
• Maintaining information held on Elogbooks under site notes
• Vacant unit checks and management
• Arranging access for viewings booked by the client
• Act as a buddy to a specific colleague or colleagues
• Adhoc calls from sites/helpdesk
• Unplanned fire evacuation reporting
• Monitoring of snagging and major defects register

·         ISO14001/GRESB if appropriate to property

Person Specification/Requirements

•      Good standard of education

•      Previous experience of working within a facilities operational environment in a managed portfolio contract role

•      Previous experience in a supervisory or management role

•      Excellent customer service, interpersonal and communication skills

•      A good awareness of Health and Safety legislation and knowledge of environmental protection requirements

•      IOSH (Manging Safely) qualified

•      IWFM Level 4 or equivalent

•      IT literate together with an understanding and experience industry specific IT applications*

•      Ability to work on own initiative and within a pressurised environment with excellent organisational and planning skills.

•      Full UK Driving License

* Other training to be provided as required

EQUAL OPPORTUNITIES

We are an equal opportunities employer and do not discriminate on the grounds of gender, sexual orientation, marital or civil partner status, pregnancy or maternity, gender reassignment, race, colour, nationality, ethnic or national origin, religion or belief, disability or age. D E & I is engrained in our DNA.

The Company reserves the right to review and update the duties and responsibilities of your job role, appropriately, in line with the needs of the business.