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Purpose of the Role
The Occupier Facilities Manager with will integrate into the specified client company and ensure the seamless day-to-day operation and maintenance of the client's space. The OFM will act as the primary point of contact for the client, ensuring high standards of service delivery, compliance, and tenant satisfaction within their demise.
Key Responsibilities
- Ensure the Operation Reporting System (“Compass”) and Datastation Health & Safety systems are fully up-to-date, maintaining accurate records and compliance with company and regulatory standards for the client’s floor.
- Ensure compliance with all relevant legal and statutory Health & Safety requirements within the client’s space. NEBOSH or IOSH qualifications are essential, or a commitment to obtaining them.
- Prepare the client’s floor for risk assessments, ensuring a minimum compliance rating of 85%. Maintain all risk assessments in Datastation, implementing and tracking action plans diligently.
- Complete and upload quarterly Health & Safety checklists for the client’s floor onto Datastation within the required timeframes.
- Conduct regular inspections of the client's floor, addressing any operational or maintenance issues to maintain high standards of cleanliness, repair, and presentation.
- Record and manage utility consumption for the client’s floor, ensuring that data is regularly updated in Optima/Compass to promote efficient energy management.
- Act as the main point of contact for the client, conducting regular meetings to identify and resolve any operational or facilities issues. Provide prompt communication and solutions to maintain a high level of client satisfaction.
- Act as the first point of contact for any emergencies affecting the client’s floor. Coordinate with the Savills Helpdesk and third-party contractors to resolve issues swiftly, while keeping the client informed.
- Monitor the performance of contractors providing services to the client’s floor, ensuring that the services meet the agreed specifications. Address and report any service deficiencies.
- Assist in the preparation of the service charge budget for the client’s floor, providing first drafts with recommendations and justifications. Track spend against budget and report any variances to the management team.
- Approve expenditure invoices for the client’s floor, ensuring timely approval and accurate tracking of costs using Proactis/Elogbooks.
- Develop and implement contingency plans to ensure appropriate staffing or coverage for the client’s floor during holidays, training, or staff absences.
- Manage all site personnel on a day to day basis under your leadership, monitoring performance, developing skills, addressing any performance or conduct issues and tracking workloads, by carrying out regular meetings in line with Savills policies.
- Prepare and coordinate information and reports for the client, ensuring they meet both Savills and client requirements, and are delivered within agreed timeframes.
- Proactively identify opportunities for service improvements on the client’s floor and propose enhancements to the client to ensure their needs are continually met and exceeded.
Essential
Skills, Knowledge and Experience
- Self-motivated individual with excellent interpersonal skills.
- Excellent organisational and time management skills with a degree of flexibility.
- Ability to handle a large number of projects with a broad range of customers, suppliers, and property owners.
- Experience and knowledge of achieving high standards in property management.
- Knowledge and understanding in preparation of service charge budgets; ensuring agreed times and costs are adhered to.
- NEBOSH or IOSH Managing Safely qualifications.
- Strong overall experience in a similar environment.
Working Hours - 09:00-17:30
Please see our Benefits Booklet for more information.
