Facilities Manager

Ashdown Phillips & Partners; London; On-site; GBP 40,000 - 65,000; Full time

Job summary

A leading company in facilities management seeks a high-performing professional in London. The role includes overseeing property operations, ensuring compliance with regulations, managing budgets, and maintaining exceptional service standards. Candidates must demonstrate proven leadership and a commitment to sustainability.

Qualifications

• Proven experience in facilities management with exposure to retail, office, or residential estates.
• Strong leadership experience and ability to manage contractors.
• Excellent organizational skills and ability to work under pressure.

Responsibilities

• Manage the effective provision of Facilities Management services.
• Ensure compliance with health and safety standards and regulations.
• Lead and engage with service partners and stakeholders.

Skills

Health and Safety Compliance

Excellent Time Management

Interpersonal Skills

Problem Solving

Education

IOSH Qualification

IWFM Membership

NEBOSH Certification

Tools

Microsoft Word

Microsoft Excel

Job description

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Location: Kodak and Gray's Inn Road

Reporting to: Associate Director Facilities Management - London and South

What we need:

We're looking for a high-performing, energetic facilities professional to join our London team and grow into a leadership role overseeing two of our high-performing buildings and service partner teams. The ideal candidate will have experience working with a Managing Agent and be ready to hit the ground running.

They must be hands-on, lead from the front, and take ownership to get things done. Exceptional time management, the ability to work under pressure, and the skill to prioritise tasks effectively are essential, as we pride ourselves on delivering outstanding service.

This is a genuine opportunity to grow with a great company that has a strong track record of promoting and developing talent.

Job Purpose

To establish, manage, and continuously improve the delivery of services and operations across a portfolio of properties on behalf of the Landlord. This includes ensuring all occupier services are effectively provided, and that full compliance is maintained with statutory regulations, internal policies, procedures, and industry best practices.

Key Objectives

Ensuring compliance with regulations and health, safety, environment and security standards.

• Act as an ambassador for the company and leader of the AP team (including key suppliers), driving standards and leading by example.
• Act as a role model for Dare to be Brilliant within the property for which the FM is responsible.
• Managing landlord and tenants' expectations having regard to set financial limits and delivery of 1st class customer experience.
• Agreeing, monitoring, and managing budgets as applicable 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.
• Work with key stakeholders in developing and managing events at the property.
• Contribute to developing strong relationships with occupiers through dynamic engagement opportunities.
• Help drive the company's sustainability pledge and act as an ambassador for Ashdown Phillips in communicating the Clients objectives in relation to sustainability to occupiers.
• Lead on engagement with the local community in establishing the property as part of a wider network support CSR initiatives.
• 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.
• Provide exceptional and unmatched service to our occupiers by acting as the first point of contact for all their needs. By maintaining a proactive approach and understanding the unique requirements of each occupier, we aim to exceed expectations and build strong, long-lasting relationships.
• Collaborate with service partners to cultivate a "One Team" ethos, fostering an environment of teamwork and cooperation.

Key Accountabilities

• Ensure the cost-effective provision of agreed Facilities Management services for the Landlord(s), as required.
• Support/lead in 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.
• Ensure compliance with all statutory and internal obligations applicable to the ongoing occupation, operations and maintenance (including project work) of the Property.
• Maintain, establish and develop appropriate relationships and communication channels with all tenants 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 suppliers 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.
• Identify and collate training and development needs for members of the external soft services team within the property to ensure a high level of competence and knowledge within the team, as well as their personal development within the company.
• 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), tenants, suppliers and other stakeholders within the property for which the FM is responsible.
• 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. Work with the surveyor to communicate commentary on changes in energy budgets, real living wage and other positive initiatives that have been undertaken.
• Monitor the performance of the building (alongside service providers where appropriate) to improve efficiency of plant and equipment within the building.
• Contribute towards the marketing of the property, monitoring and managing digital and other media where necessary.
• Ensure that members of our service partners on site fully understand their role(s) and carry out 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.

Dimensions

Property Outline:

• Kodak Building (Holborn) 85 Gray's Inn Road

Financial:

• To be agreed dependant on experience

On-site Reports:

• Service Partners

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 their subcontractors.
• Fabric maintenance contractors.
• Client Landlord, the Landlord's architect, surveyors, consultants, insurance agents & 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 & Safety Consultants - asbestos surveyors & inspectors, Local Authority H & S Officers.
• Regional Fire Brigade - Fire Officers.
• Tenants - 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.
• Proven experience of managing complex buildings
• Problem solving 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.
• Interest in the property sector and an understanding of the occupational requirement s of tenants.
• Good IT skills in particular Microsoft Word and Excel.
• Qualifications:

Desirable - IWFM Membership, IOSH, NEBOSH