Assistant Regional Facilities Manager - Newcastle upon Tyne

DUTIES AND RESPONSIBILITIES:

• Report into a Regional Facilities Manager
• Responsibility for supporting the provision of facility and property management services to the designated properties in accordance with Specifications and KPI’s.
• Assist with contractor management and H&S compliance
• Establish positive working relationships with occupiers, assist the PM team with preparations for occupier meetings.
• Assist with operational management of occupier fit out works
• Assist in the preparation of Service Charge budgets for all multi-let properties on the portfolio based on RICS and client agreed timelines
• Carry out regular property inspections of the common and tenants’ and instruct any remedial works as required. Ensure property inspection reports are loaded onto relevant H&S systems within 5 working days from completion
• Assist with management of onsite staff including building managers, site receptionists and security guards- where applicable
• Manage Health and Safety compliance by all suppliers, ensure permits and permissions of works are raised to cover any contract and ad-hoc works
• Manage and monitor Health and Safety systems e.g. QUOODA and Meridian and ensure performance statistics are maintained at the required level- expected above 90% on document management and 100% on site inspection reports
• Authorise supplier invoices in accordance with delegated authority levels.
• Assist with regular contracts reviews to ensure value for money. Ensure contracts are available either on Dwellant system (where applicable) or copies saved on companies filing systems.
• Ensure Procurement is carried out in accordance with company policies and procedures and in line with procurement team’s strategy and guidance.
• Be available to assist with emergency calls out of hours e.g. liaising with suppliers to ensure urgent attendance.
• Regular liaison with the Property Management team and attendance at briefings and client meetings.

 This job description does not form part of the Contract of Employment and may be reasonably amended from time to time.

 PERSON SPECIFICATION

 Essential requirements for the role

• Excellent interpersonal skills
• Qualified to IOSH level
• Full UK Driving Licence
• Ability to plan and prioritise own workload, using initiative and manage conflicting demands
• Work within an existing structure as part of established teams
• Knowledge of health and safety regulations and industry best practice affecting site management
• Willing to work towards agreed and recognised facilities management qualifications
• Experienced in Microsoft packages to at least intermediate level

Desirable requirements for the role

• Knowledge of the FM practices employed by our main competitors
• Demonstrable experience in site/facilities management as applicable in the Managing Agent environment
• IWFM qualification or equivalent
• Qualified to NEBOSH level
• A working knowledge of relevant codes of practice
• Experience communicating with a wide range of colleagues at all levels and with external stakeholders and/or contractors