Cluster Facilities Manager Greater London - Robert Walters : Job Details

Are you a proactive and dedicated Facilities Manager ready to make a significant impact? A well know Property Company are seeking a dynamic individual to join the team in a permanent role that offers a competitive salary of £50,000 - £53,000, plus a generous car allowance + benefits *must be willing to travel to various locations - based outside of London.

Reporting to the FM Contract Manager, the purpose of the role is to achieve and maintain the highest standards of Facilities Management and Customer Care at centres within the cluster. This includes overseeing building fabric, associated hard and soft services (through effective coordination of planned and reactive maintenance), site security, and health and safety.

Locations that you will need to travel to:

329 Bracknell, Switchback, Rivergate House, Prospero, One Crown Square, Pegasus Place, and Ashcombe House.

Main Responsibilities:

• The role will require regular liaison with specialist contractors to ensure all work is carried out in line with best practice, to the expected standard, to reduce the risk of failure, minimize downtime, disruption, and operational risk. It also involves ensuring that appropriate controls and procedures are followed to ensure the health and safety of anyone affected by these works.
• The role will incorporate support for various site-related projects such as fit-out and décor of common areas and washrooms, as well as general repairs. This includes regular reviews of all areas, carrying out condition surveys, and making arrangements for any identified remedial works.
• Setting and working to accurate and efficient FM-related service charge budgets applicable to the sites under their responsibility.

Customers

• Serve as the primary point of contact for Centre Managers in addressing and resolving all building, building services, and other FM-related issues.
• Consistently deliver high levels of customer service to Centre Managers, ensuring all Hard and Soft Service Facilities and Maintenance issues, requests, complaints, and questions via telephone, email, or in person are acknowledged and acted upon within appropriate timelines and escalated where required.
• Support the Centre Manager in delivering any necessary unit preparation works.
• Liaise with Centre Managers and the Building and Development team regarding Licence to Alter works.

Estate Management

• Maintain properties to a high standard, ensuring they are clean, safe, secure, compliant, and attractive to our customers.
• Ensure that all planned and reactive maintenance is undertaken in line with agreed specifications, frequencies, timelines, and statutory requirements.
• Conduct regular premises and works inspections, identifying areas of concern or snagging items. Record items on Elogbooks software and arrange for necessary works.
• Build relationships with Service Providers to ensure their delivery meets expected levels of service, cost, and timeliness. Manage them in line with their SLAs to ensure the required levels of delivery.
• Coordinate all fire-related regulations and audits, including weekly fire tests, drills, and maintenance visits.
• Manage sustainability objectives (waste, water, and energy) and achieve cost efficiencies.
• Oversee essential central services such as security, maintenance, cleaning, waste disposal, and recycling.
• Supervise grounds and general maintenance, including the line management of in-house Caretakers for planned and routine tasks.
• Manage risk, including statutory compliance recording, risk assessments, and ensuring that sites comply with all statutory requirements. Escalate all matters of concern to the Group Risk Manager.

Record Keeping

• Manage the Elogbooks CAFM system to ensure site records are current.
• Maintain all site documents, including Operation and Maintenance manuals, Health & Safety files, asset registers, PPM calendars, logbooks, firebox, drawings/schematics, and certifications.
• Maintain an audit trail for all planned and reactive tasks.
• Provide regular updates to the Centre Manager and Head of Facilities, including relevant management reports on SLA performance, etc.

Finance

• Manage expenditure and procurement for all facilities and building management-related costs across the sites.
• Ensure that the site is managed within budget, raise necessary purchase orders, approve invoices, and follow the correct procedures within agreed authorization levels, liaising with the Centre Manager.
• Manage purchase orders and approve FM-related invoices in a timely manner, ensuring payment within our Terms and Conditions.
• Provide information for the operating budget and budgetary systems for all FM-related costs at sites.

Compliance

• All actions outside the general agreed day-to-day management procedures should be authorized by the Head of Facilities.
• Actions should be carried out in accordance with company procedures.
• Single items of expenditure will be limited to a confirmed amount.

Robert Walters Operations Limited is an employment business and employment agency and welcomes applications from all candidates