Facilities Manager

Job Title: Facilities Manager

Development: Chelsea Creek, SW6

Based: Onsite 5 Days a Week

Department: Property Management London

Reports to: Development Manager

Responsible for:

1x Facilities Coordinator & Site Handyman

Staff, consultants and external contractors operating on the development.

Engaging resource from the wider estate management team as required to deliver facilities services.

Work Alongside:

Senior Property Manager & Associate Director

Compliance Team

RMG Contractors & Other Central Business Functions

Key Responsibilities:

• Day to day management of all plant, facilities and development compliance across Chelsea Creek in accordance with the framework of systems centrally defined by RMG

• Local management and coordination of contractors, consultants and service partners on site in line with the centrally defined contract mechanisms.

• Local management and auditing of infrastructure and building services including fire and security systems, water hygiene, vertical transport, utilities and critical plant.

• Monitor health, safety & compliance activities across the estate in accordance with RMG’s Health and Safety Strategy.

• To assist in the mobilisation, delivery and coordination of project works on site.

• To provide facilities-related advice and support to the estate management team.

• To maintain clear reporting to the Development Manager ensuring visibility of local infrastructure status and immediately escalate issues for further support as required.

• To be a part of the Residential Estates Team maintaining the culture, policies, company policies and ensuring the highest quality management is provided on behalf of Residential Management Group at all times.

• Manage Section 20 Consultation to replace plant and machinery when required

• Attend Client Monthly Health and Safety meeting and manage and prepare the client TQM document (Total Quality Management)

• Report to the client on all requite Health and Safety related mattes and as directed by the Development Manager

Conditions of Work

The normal working hours are 37.5 per week, 9.00 a.m. to 5.30 p.m. Monday to Friday, with one hour for lunch. You may be required to work additional hours. Shift times will need to meet the requirements of the business, be flexible to the demands of the business and may involve occasional anti-social hours; there may be occasional weekend hours depending on the needs of the business

Building & Infrastructure Management

• Maintain the required inspection, auditing, record keeping and document control activities associated with health, safety and compliance.

• To act as the point of contact for locally delivered FM activities including action of recommendations arising from fire risk assessments, water hygiene risk assessments, health & safety audits and other external inspections.

• Provide advice, support, monitoring and instruction for the estate management team members in their discharge of facilities-related activities including, but not limited to, fire alarm testing, fire door inspections operation of M&E systems (CCTV, access control etc), communication with customers, contractor call-outs, compilation of SOPs and shift handovers.

• Ensure that all Duty Manager, Security, Estate Operatives and other soft services staff are sufficiently trained and familiar with building infrastructure and hard services at the level required to discharge their duties.

• Ensure local arrangements and critical spares are in place to deal with unplanned interruptions to essential building services.

• Ensure the swift identification and rectification of day-to-day maintenance activities including re-lamping of light fittings and minor repairs.

• Follow up on out-of-hours reports to ensure that actions are closed out appropriately.

• Provide regular reports to Development Manager related to the status the local facilities and any associated risks.

• To promptly escalate matters to the Development Manager for advice, support and instruction as required.

Facilities Contractor Management

• To lead on the local management of contractors and service partners operating on the development and ensure that they receive the support and information required to discharge their duties.

• Provide formal feedback update records on each contractor locally including service level agreements and key performance indicators on a monthly basis (and more frequently as required).

• Establish communication pathways with the incumbent contractors in order to promptly address any issues arising and obtain contemporaneous updates.

• Review and audit documentation relating to contract works discharged including engineers’ reports, certification and O&M Manuals as applicable. Ensure that documentation is available to demonstrate statutory and contract compliance.

• Attend regular reactive works meetings with resident contractors / Site Supervisor as required to review ongoing and planned works.

• Assist in the review of dilapidation reports and quoted works.

• To implement and control procedures for safe systems of work including a Permit to Work system, lone working procedure, access to restricted areas etc.

• Assist in the local mobilisation and set-up of new contracts as required.

Health, Safety, Welfare & Compliance

• Monitor health, safety & compliance activities across the development in line with Residential Management Groups Procedure

• Increase H&S awareness and promote a positive H&S culture throughout the local management team including the delivery of toolbox talks.

• Contribute to the continuous improvement of H&S management systems and compliance standards across the estate.

• Ensure the Accident, Incident and Near Miss Reporting Procedure is followed locally and lead on the initial, first-stage investigation of incidents as required.

• Review and maintain up-to-date Standard Operating Procedures relative to facilities management activities on site, using standardised templates

• Proactively review competency levels and training requirements of estate management teams.

• Liaise with regulatory authorities as required including HSE, local authorities, Environment Agency and LFB.

• Implement local procedures for the management of significant risks including those related to fire, water hygiene and pool plant.

• Carry out regular inspections and H&S audits across the estate and action findings accordingly.

• Assist in the organisation and coordination of fire evacuation drills and testing of emergency procedures.

Energy & Utilities

• Arrange for regular readings of utility meters and record locally for central tracking and analysis.

• Maintain accurate local schedules related to supplies, meters and points of isolation.

• Contribute to initiatives relating to energy efficiency and sustainability.

• Be familiar with the operation of the on-site BMS system and feedback data to the Development as required.

Project Management

• Support and assist in the delivery of project works throughout the estate including refurbishments, major works, building improvements and CapEx plans

• Provide input on data collection exercises feeding into project specification including local finishes and condition of building elements.

• Review O&M and handover documentation related to the above ensuring that day-to-day estate operations are adapted as required.

General

• Provide regular reports to the Development Manager and senior management team as required.

• Liaise with the Property Manager, Associate Director and RMG central team ( Compliance, Contracts, invoicing) and Estate Management teams ensuring that good lines of communication are maintained.

• Keep up to date with new legislation and industry best practice relating to facilities management.

• Seek to identify areas where customer service can be improved, liaising with other departments to ensure service standards are met every time.

• Liaise with colleagues and report as necessary to Contracts and Compliance Team, and Health & Safety Team on matters relating to safety and compliance management.

• Actively promote the company, be positive about the culture and working methods with colleagues and clients.

Qualifications Desired

• Educated to NVQ level 4 in Facilities Management, Building Services, Estate Management or a related discipline desired

• To hold membership of a relevant professional body including BIFM, CIBSE, or RICS where appropriate

• To hold, or be working towards, a NEBOSH accredited qualification in Health & Safety.

Experience

• Experience working in facilities or estate management for a minimum of 3 years (Essential)

• Experience in dealing with Building Safety Act requirement, FRAEW, EWS1, PAS9980 exposure

• Solid experience in the management of external suppliers, contactors and consultants covering a range of services (Essential)

• Experience of the management and coordination of health, safety and welfare (Essential)

• Familiarity with facilities documentation including O&M manuals, drawings, engineer reports, compliance certificates and PPM planners (Essential)

• Experience working in a project environment and the handover of new schemes (Desirable)

• Experience working alongside multiple soft services trades and disciplines in including Security, Valet, Concierge and Housekeeping (Desirable)

Personal Skills

• Be polite and courteous at all times to colleagues and clients

• Communicate verbally in a clear, concise and business-like manner.

• Make sure all written communication is presented in a professional manner ensuring grammar, spelling and format is appropriate for the recipient and purpose.

• Ensure problems that arise are dealt with and solutions found to ensure delivery to clients.

• Demonstrate ability to make decisions both independently and collectively, having first evaluated all options. Support decisions with factual information.

• Assess own performance and attributes, actively seeking support to meet development needs and demonstrate an awareness of impact on others.

• Ability to manage change.

Salary 45-55k DOE