Senior Facilities Manager

SHW Property; Brighton; Hybrid; GBP 55,000 - 75,000; Full time

Job summary

SHW Property is seeking a Senior Facilities Manager to lead the facilities and service provision at client sites in the UK. You will manage hard and soft services, compliance and service charge budgets, while building strong relationships with occupiers, suppliers and the management team.

You will coordinate risk assessments, fire safety, energy use, and environmental initiatives, reporting to the Management Surveyor/Partner. A flexible office-based role with site visits is expected.

Qualifications

• IWFM membership and Health & Safety training (IOSH/NEBOSH) preferred.
• Experience in procuring and managing contracts.
• Strong knowledge of plant and equipment; expertise in building services.

Responsibilities

• Manage and coordinate building services to meet leases and SLAs.
• Prepare and monitor annual service charge budget and reporting.
• Engage with occupiers and maintain tenant contacts and safety lists.
• Deliver excellent customer service to occupiers and clients.
• Regularly inspect building, log issues and actions.
• Oversee contracts and supplier performance via SLAs & KPIs.
• Assist with insurance claims and regulatory compliance.
• Support energy/waste management and environmental policies.

Skills

Plant & equipment

Contract management

IWFM membership

Health & Safety training

Knowledge of PRISM

QUBE property management

Excellent communication

Independent work

Travel to sites

Tools

QUBE

PRISM

Job description

To take responsibility for the management and provision of facilities services within the building, including compliance, hard and soft services, building maintenance, and service charge management. Working closely with the Management Surveyors and Team you will be responsible for managing and maintaining excellent relationships with all client interfaces, suppliers and other service providers.

Job Dimensions

Management of service charge funds in accordance with approved budgets.

Total number of employees for whom you have line responsibility

Dependant on distribution of properties and whether there are any on site staff.

Other data

The role is office-based with flexible work from home as agreed with Line Manager according to company policy and site visits. Travel to other SHW offices will be required.

Key responsibilities

The Senior Facilities Manager undertakes to comprehensively manage, plan and co-ordinate the physical and environmental conditions at the Client site. The Senior Facilities Manager’s main responsibilities are:

• 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/Partner.
• 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 building to include all common parts areas i.e., corridors, fire escape routes, plant rooms, roof areas, service areas, car parks etc. Record issues, take and record actions accordingly.
• Proactively manage tenant fault reporting and day to day issues.
• Manage the performance of the services provided via SafeContractor to ensure that all service providers interact effectively and that reactive tasks are reported, action taken and closed down in accordance with SLAs & KPIs.
• Raise and supervise insurance claims in conjunction with the Management Surveyor/Partner.
• Assist with the completion of Way leave Agreements and Licence to Alter as required by the Management Surveyor / Partner.
• Assist the Management Surveyor/ Partner 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 key are issued and returned by service providers and SHW employees. Records are to be kept and all of the supply chain partners involved are to be briefed accordingly.
• Ensure at all times, adherence to policies, procedures and QA.
• Participate fully as a member of the wider SHW 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 Team with benchmarking value and the suitability of all contracts on a regular basis.

Compliance and Health and Safety

• Ensure that all safety records, statutory inspections, reports and documentation are retained and up to date.
• 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:
• Undertaking of the Annual Health and Safety Risk Assessment
• Asbestos Register and Management plan is produced and all hazards managed as appropriate.
• Fire Risk Assessment or Audit.
• On Site Logbooks
• Fire Safety records
• Mechanical and Electrical Engineering maintenance records
• Cleaning reports and method statements
• Review Landlord’s electricity and gas consumption levels, in conjunction with any external energy consultant and SHW Environmental Policy.
• Undertake a regular audit of the property. Develop plans for the enhancement of the building, security measures and energy saving initiatives in line with SHW 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 a 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 SHW 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.

Communications & working relationships

Internal

• Property Managers
• Accounts Team
• Fee earners across the company

External

• Clients
• Tenants
• Retained consultants
• Contractors
• Professional bodies
• Third party professionals

Key performance indicators

• Budget control / spend within 5% of each property.
• Service Charge Budgets prepared and submitted to PM 3 months before service charge commencement date
• Review of service charge closure within 5 working days of receipt
• Inspection of properties in line with agreed frequency

Person specification

Knowledge, skills and experience required

• Strong knowledge in relation to plant and equipment
• Demonstrable success in maintaining and delivering outstanding services to clients
• Experience of procuring and managing contracts
• IWFM membership
• Health & Safety trained i.e. IOSH / NEBOSH
• Knowledge of Health and Safety systems (such as PRISM)
• Knowledge of property management systems (such as QUBE)
• Excellent communication skills both written and oral
• Ability to work independently and prioritise workload
• A team player, who maintains a high degree of professional integrity
• A personable character, who will fit in with and add to the ethos of SHW and its brand
• Willing and able to travel to attend sites, these might not be accessible via public transport therefore access to transport will be required.

SHW is committed to encouraging respect, diversity and inclusion among our workforce and eliminating discrimination. The aim is for our workforce to be representative of all sections of society, and for each employee and client to feel respected in an equitable environment.

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