Facilities Manager

Overview

Our Story

Our small Canadian-born business was founded in 1978 and has become a global organization that now spans 120 locations across 20 countries. Our expansion has been rapid, but what matters most is the common belief that drives all 5,000 of our people to be a different type of real estate organization. We believe that the places in which we live, work and play have the power to make us happier and healthier, and we are united by a shared sense of purpose, to have a positive impact on people’s lives. In short, we are a global commercial real estate advisory firm with a simple aim: for real estate to play a leading role in creating vibrant buildings, cities and places that deliver long-lasting social value and economic impact.

Why Work for Us:

We believe that our industry is changing, and we want our business to be a melting pot of curious minds, passionate hearts and strategic intelligence. Your gender, religion and race are all highly respected, but are less important to us than your ability to step up and change the game. We provide you with a place where you can do just that, with like-minded people. Collaboration is embedded in the way we work – our people have the autonomy to collaborate on client relationships, engage teams across the business, lead operations, work collectively on projects, participate in strategy and are ultimately responsible for our growth. Our distinctive Principal-led, privately-owned model puts us in the enviable position of being able to offer every employee the opportunity to own a share of our business and inspires and allows anyone to become a Principal. This role carries voting rights, so our people have a very real say in the future direction and operation of our business. This means that we are able to attract, engage and retain the best talent from the industry.

Responsibilities

Overall Purpose of Job

The Facilities Manager is to take responsibility for the management and provision of facilities services at our Client site, including compliance, hard and soft services, building maintenance and service charge management. The Facilities Manager will be responsible for managing and maintaining excellent relationships with all client interfaces, suppliers and other service providers.

General Duties

The Facilities Manager undertakes to comprehensively manage, plan and co-ordinate the physical and environmental conditions at the Client site. The Facilities Manager reports directly to the Regional Facilities Management and the role includes but is not limited to the following responsibilities:

- Ensure all services necessary for the full and effective operation of the building in accordance with the provisions of the leases and as directed by the Management Surveyor.

- Prepare, monitor and reconcile the annual service charge budget in accordance with the RICS Code of Practice.

- Engage regularly with all occupiers keeping them informed of all works and services within the buildings. Keep updated tenant contacts, key holders and fire safety responsible person lists.

- Deliver an excellent customer service to occupiers and clients.

- Regularly inspect the buildings including all common parts areas i.e., corridors, fire escape routes, plant rooms, roof areas, service areas, car parks etc. Record issues and take and record actions accordingly.

- Proactively manage tenant fault reporting and day to day issues.

- Manage the performance of the Avison Young Service Desk to ensure that all service providers interact effectively and that reactive tasks are reported, action taken and then closed down in accordance with SLAs & KPIs.

- Raise and supervise insurance claims in conjunction with the Management Surveyor.

- Assist with the completion of Way leave Agreements and Licence to Alter as required by the RFM and the Management Surveyor.

- Assist the Management Surveyor in the provision of formal written reports and attend client meetings as required.

- Monitor energy and water consumption, and champion the sustainable operation of the property.

- Work closely with the Waste Contractor and all Occupiers to drive up recycling rates and minimise waste to landfill and incineration.

- Establish close co-operation and liaison with all local authority departments, local organisations, businesses and associations as are necessary in connection with the successful operation of the building.

- Manage the Key Handling process to ensure that keys are issued and returned by service providers and Avison Young staff. Records are to be kept and all FM Supply chain partners involved in the process are to be briefed accordingly.

- Ensure at all times, adherence to policies, procedures and QA.

- Participate fully as a member of the wider AY FM team, sharing knowledge and experience and providing information to colleagues and the team.

Contract Management

- Attend regular supplier review meetings and take ownership of the performance of the contracts. Inspect site records, method statements and contracts on a regular basis.

- Monitor performance, attendance, cost and value through the SLAs and KPIs.

- Assist the RFM with benchmarking value and the suitability of all contracts on a regular basis.

Compliance Health & Safety

- Ensure that all safety records, statutory inspections, reports and documentation are retained and up to date at the properties.

- Report any unsafe acts/defects to the RFM immediately. All necessary documentation must be on site and complied with at all times, both in Landlords and tenants areas.

- Fire precautions should be endorsed at all times. Check and witness on a rotational basis the weekly fire alarm test, emergency light test, sprinkler valve test and fire evacuation drills.

- Ensure the instruction or management of the following:

• Health and Safety Risk Assessment is undertaken annually.

• Asbestos Register and Management plan produced and all hazards managed as appropriate.

• Fire Risk Assessment or Audit.

• Water Risk Assessment.

• On Site Logbooks

• Fire Safety records

• Water Hygiene records

• Records for specific Permits to Work (PTW)

• Mechanical and Electrical Engineering maintenance records

• Cleaning reports and method statements

Environmental

- Review Landlord’s electricity and gas consumption levels, in conjunction with any external energy consultant and AY Environmental Policy.

- Undertake a regular audit of the properties. Develop plans for the enhancement of the building, security measures and energy saving initiatives in line with AY Environmental Policy.

Budget Control

- Ensure instructions are issued to external advisers for the provision of forward maintenance plans for service charge expenditure on both plant and structure. Determine priorities for repair, enhancement, and modification of the building services facilities and equipment in order to implement the five year plan, in agreement with the Management Surveyor.

- Approve expenditure, within given authority levels, on building services expenditure and monitor service charge expenditure for the building.

- Assist in the preparation of the annual service charge budget. This must be completed as per the AY budget calendar and at least 14 weeks before the service charge year end. Expenditure is to be monitored throughout the year to ensure that it is kept within budget for the current year.

Undertake such other related duties as directed from time to time.

− Provide assistance / cover for other client buildings when necessary

Key Skill Requirements

· A strong record in managing complex service charge budgets.

· Good communication and leadership skills.

· Knowledge of contract procurement, tender processes, contract administration and project briefs.

· Strong IT skills.

· Be able to demonstrate a strong background in Property and Facilities Management within a mixed use property portfolio.

· Strong organisational and administration skills.

· Strong interpersonal skills.

· Have demonstrable experience of managing service partners to deliver a 5* service.

· Have an interest in the technical aspects of the role, a technical background is not required but an interest and experience in technical projects is desirable.

Qualifications

Knowledge / Qualification Requirements

· Membership of IWFM.

· NeBOSH General Certificate or IOSH

Equal Opportunities

At Avison Young, we’ve always put people at the heart of what we do.In the last few years, we’ve increased the diversity at our board, leadership and Principal levels. Avison Young stands out for our commitment to empowering women. In addition to increasing the number of women on our board and in our leadership ranks, our internal Women’s Network of more than 500 members come together for networking and learning, and advise the business on strategies for promoting access, opportunity and inclusion in our industry.Our global DEI steering committee shapes our strategy to continue to increase industry access for underrepresented groups and accelerating initiatives led by our employee resource groups, including our Women’s Network, Black Professionals and LGBTQ+ groups. In addition to leading global initiatives, the steering committee’s work examines our policies and practices, creating accountability for results and communicating progress to our executive leadership, our clients and our communities.Our culture is underpinned by our approach to diversity, inclusion, and well-being. We are committed to building an inclusive culture that:

• empowers all our employees to thrive,
• reflects all backgrounds and talents,
• allows individuals to be successful and feel a sense of belonging,
• and foster a workplace that is supported, inclusive and has a strong sense of community between colleagues.

Avison Young is an equal opportunity employer and is committed to treating all its employees and job applicants equitably. This includes implementing deliberate strategies that advance underrepresented communities in commercial real estate careers.As a Disability Confident Employer, we are committed to removing any obstacles to inclusion. If you need any adjustments to support your application or any part of the recruitment process, such as information in alternative formats or special requirements to access our buildings, or you are eligible under the Disability Confident Scheme please contact us atcareers.uk@avisonyoung.com and we will do everything we can to help.

We are committed to inclusion in our hiring processes, and we want to give everyone a chance to show what they can bring to our organisation. If you are not sure that you have all the skills in the person specification, please still apply. We value passion and potential in our employees, so it would be great to hear from you and why you would suit this position.Some of our roles may be remote and some roles may be specific to our offices, but you will need to confirm you have the right to work in the UK.