Facility Manager

Job Title

Job Description Summary

Job Description

REPORTING RELATIONSHIPS

Reports to: Waikeria Prison Operations Manager

Direct reports: Nil

SCOPE OF ROLE

In conjunction with the client management team, successfully deliver and manage the Project Agreement (relating to the Auckland Prison PPP Project) ensuring all key performance indicators (KPI’s) are met and exceeded, by implementing effective strategies to achieve financial targets, client satisfaction, and subcontractor management ensuring profitability.

• Management of onsite trade team, Facility Co-ordinators and Specialist Service Subcontractors.
• Management of subcontractors including ensuring adherence to Cushman Wakefield accreditation process • Ensure all services are delivered in accordance with the Project Agreement
• Deliver and maintain relationships within assigned clients to build business opportunities
• Contribute to the development of solutions for client by preparing and delivering reports or data that solve or address operational problems according to the specific requirement of the Project Agreement
• Achieve targeted budget imperatives for client contract/contracts under direct control and accountability
• Effective financial analysis and financial management by contributing to management planning and identifying and controlling costs
• Communicate regularly with external and internal clients including Call Centre to ensure achievement of KPI’s and client satisfaction targets are met
• Assist with the management of sub-contractor invoices to achieve timely approval and payment
• Support the provision of monthly reports and analysis of client contract performance and identify opportunities for improvement

LEVEL OF AUTHORITY

As outlined in the Financial Delegation Authority

KEY RELATIONSHIPS (INTERNAL/EXTERNAL)

Internal

• Contract Manager
• Operations Manager
• Senior Facility Manager
• Trade Supervisor(s)
• Contract Analyst
• Asset Co-ordinator
• Onsite Trades Teams
• Shared Services Team
• PPP Business Unit Governance Co-Ordinator
• Vendor Management team
• Property Help Desk Team
• Honeywell onsite delivery team
• Cushman Wakefield HSSE team
• Cushman Wakefield Quality Assurance team
• Facility Co-ordinators
• Water and Compliance Technician

External

• Cornerstone Partners (CIP)
• Department of Corrections – Wellington
• Waikeria Prison site team (Department)
• Suppliers, including the CMMS provider
• Honeywell Specialist Sub-contractor
• Sub-Contractors
• Training providers
• Governing bodies including ACC, Work Safe etc

JOB PURPOSE

Successful delivery of the Waikeria Prison contracts

• Compliance in accordance with the Project Agreement ▪ Assist with the management of performance to ensure relevant KPI’s are met and exceeded
• Management of Sub-contractors
• Management Internal Trades Services
• Adherence to Health and Safety systems and processes
• Adherence to People Management systems and processes
• Adherence to Quality systems and processes
• Assist with managing the PPM activity from allocation to final invoice
• Assist with resolving Invoice and Work In Progress (WIP) queries
• Maintenance of an accurate database that will enable the generation of monthly and quarterly reports
• Continuously improve facilities management knowledge to ensure cover is available for when team members are away
• Provide insight, analysis and evaluation of data to assist with delivery of innovation and improvement
• Other duties as required by Contacts ManagerProvide back-up support functions to the site Facility Coordinators as necessary

ACCOUNTABILITIES

• Client is invoiced for all completed works in the month completed
• Subcontractor invoice or WIP issues are proactively managed to completion
• Client reports are delivered on time
• PPM are completed to invoicing stage on time
• Delivery of KPI’s as outlined in the Project Agreement
• Assist with keeping all Contractor Accreditation current as outlined in the Project Agreement
• Assist in the preparation and delivery of periodic and ad hoc reports
• Client receiving service exceeding their expectations
• Increasing business activity where possible to meet targets
• Assist with managing the contracts database to ensure Sub-contractors meet the relevant KPI’s
• Liaise with the Cushman Wakefield Property Help Desk
• Contribute to a team performance that results in the successful re-negotiation of contract extensions
• Contribution to the preparation and delivery of periodic and ad hoc reports
• Management of all Supplier invoices are received, checked, authorised and processed in an accurate and timely manner using the agreed system (eg Reimbursement Schedule)
• Management of the monthly Operational Report
• Assist with the monthly Financial Report
• Management of the quotes database
• Contribute towards maintenance of the Property and Lease database

BACKGROUND AND EXPERIENCE

• Understanding and knowledge of the Property or Facilities Management industry
• Minimum of three years’ experience in Property or Facilities Management
• Proven people management experience
• Ability to manage sub-contractors to deliver quality and timely services
• Ability to prepare professional high quality documentation

QUALIFICATIONS & TECHNICAL SKILLS

• Minimum of five years’ experience within the trade, property or facilities management industry
• Computer skills – MS Word, MS Excel (advanced level), SharePoint, Power BI
• Familiarity with CMMS systems (JDE, QFM etc) desirable
• Ability to understand, analyse, interpret and report on property/facilities and financial information and trends, with experience in the development, analysis and reporting of complex KPIs
• High level analytical ability and problem-solving skills
• Excellent report writing skills
• Effective verbal and written communication skills
• Sound understanding of financial concepts
• Able to multi task, pre-plan and meet predetermined Cushman & Wakefield /Client deadlines
• Ability to communicate and develop relationships with key clients – internal and external
• Working knowledge of HSSEQ Systems, risk management, auditing and relevant New Zealand and International Standards
• Well versed in OH&S legislation and regulations.

PERSONAL CHARACTERISTICS

• Ability to implement and champion systems and best practices.
• Good organisational skills, able to work with a high level of autonomy
• Good business English and ability to produce high quality written documentation
• Ability to deliver presentations and/or training in a small group situation