Facilities Manager

To provide operational support for the day-to-day running of the Welcome Portfolio and to support the Senior Welcome Facilities Manager with delivering operational excellence to Clients & Customers.

To provide Building Management services at 20 Giltspur Street, a 120,000 sq ft Grade A office redevelopment on behalf a Sovereign Wealth Fund - 20 Giltspur Street | exigere

The role will require you to be based at the asset 3 days a week. The remaining 2 days, dependant on business needs, will either be based at the asset, performing the Welcome FM role at another asset within the portfolio or based at Head Office.

Objective: To provide operational support for the day-to-day running of the Welcome Portfolio and to support the Senior Welcome Facilities Manager with delivering operational excellence to Clients & Customers.

To provide Building Management services at 20 Giltspur Street, a 120,000 sq ft Grade A office redevelopment on behalf a Sovereign Wealth Fund - The role will require you to be based at the asset 3 days a week. The remaining 2 days, dependant on business needs, will either be based at the asset, performing the Welcome FM role at another asset within the portfolio or based at Head Office.

Duties & Responsibilities: Welcome Facilities Manager

• Compliance and Reporting Regular monitoring and monthly reporting of H&S performance across all assets within the portfolio. Benchmarking assets against each other and provide an annual H&S award to the building with the consistently strongest performance.
• Annual Site Audit A full compliance and operational review of each building is carried out no less than once per annum by either the Senior Welcome RFM or Welcome RFM.
• Monthly and Quarterly Site Visits Routine inspections to ensure standards are upheld across the portfolio. The frequency of inspections is dependent on the scale of the asset and the fee structure.
• Operational Continuity Provide remote sickness and holiday support to maintain service continuity during staff absences.
• Building Manager Recruitment Participate in the screening and selection process for all Welcome Building Managers.
• Building Manager Onboarding Support the delivery of a structured site-based induction on day one for new Building Managers. This includes running through induction training, completing IT set-up, introduction to the site team and a building walkaround, setting up new starters for success.
• Quarterly Portfolio Meetings Support the Senior Welcome FM with preparation and delivery of Quarterly Portfolio Meetings.
• Team Culture Support the Senior Welcome FM with developing the team culture between LLP & BM’s fostering a one-team approach.
• Portfolio Tender Management Responsible for running centralised tenders, with input and oversight throughout the process from Workman’s Procurement Director and the Senior Welcome FM.
• Ongoing Supplier Engagement Quarterly contractor meetings with all main service providers across the portfolio, inclusive of: performance reviews, KPI reporting, central issue resolution and service innovation.
• Ad Hoc Advice and Guidance Provide responsive support for operational and compliance queries for all Building Managers within the Welcome portfolio.
• Mobilisations Provide comprehensive support for the setup of new sites, including detailed planning, effective coordination with stakeholders, and hands-on execution to ensure smooth and timely operational readiness.
• Project Involvement Active contribution to project lifecycle activities, including initial planning, implementation, and ongoing oversight. Provide input into design considerations which will affect the future building operations, for example, heating and cooling of a reception space.
• Weekend Attendance Ensure continuity of building operations where required for works conducted out of hours, for example, a building shutdown. Whilst it is always recommended that the core site team are present for such works, the Welcome FM team can provide cover if required, or support for more junior members of the core team.

Building Manager:

Customer Engagement

• To consistently, exceed client and occupier expectations and deliver long term, sustainable customer satisfaction both internally and externally. Satisfy their expectations of value by understanding the relative importance they place on quality of service and facilities management
• To review and oversee onsite interactions with the occupier and visitors to the property and provide suitable recommendations for improvement to the onsite management team
• To lead the process of owning the relationship with the occupier onsite
• Lead onsite team to compile and host a calendar of events for the occupier and to satisfy the s106 obligations
• Actively engage with occupier to create and maintain a building community
• Prepare and host regular occupier meetings, including agendas and minutes
• Create and develop suitable management procedures for the building
• Have a full understanding and appreciation of the clients strategy and take responsibility for its implementation within the building
• Keep abreast of ‘Hot Topics’ within not only the Facilities Management but also Property Management industry and adjust building procedures and tenant engagement in line with these topics

Contract Management

• Maintain an accurate record of contracts including value, termination dates and other details applicable to the asset and to provide to Workman as required.
• Meet regularly with key contractors to progress works and resolve operational issues and document and report on performance
• Plan and implement contract works only where appropriate to the service charge budget and within the agreed authorities
• Workman Property Management & Building Consultancy 4
• Workman ISO 27001 Classification: Privileged
• To be responsible for ensuring that contractors observe all Health and Safety and Workman and client specific rules
• Day-to-day management of all full-time contract site operatives e.g. maintenance staff
• Manage service providers and monitor performance against contracted SLA’s and KPI’s
• Contract Management
• Review and approve contractor invoices and produce purchase orders
• Experienced in service charge budget management on complex combined commercial developments including budget preparations, budget vs expenditure ongoing reviews and reconciliations
• Health & Safety Compliance Management
• Overall responsibility for property H&S compliance levels and risk management.
• Regularly review, update and communicate to occupier’s site-specific procedures.
• Proactive management of compliance levels on both Workman as well as client’s H&S systems. Minimum 97% compliance levels to be achieved at all times.
• Undertake and record frequent full internal and external property inspections and proactively manage any risks.
• Experience in dealing with complex building insurance claims
• Reporting
• To assist in providing accurate reporting in compliance with Client and Workman requirements
• Prepare and delivery of management reports monthly inclusive of clear, concise and relevant updates on asset performance

Requirements

Professional Experience

• Strong IT skills, Microsoft Word, Microsoft Excel.
• IOSH / NEBOSH desired
• Mobilisation
• Previous experience of mobilising an asset through to operation desired
• Commercially Minded
• Identifies cost saving and performance enhancing opportunities
• Identifies additional business opportunities and presents these in a timely and appropriate manner, such as buying force
• Able to balance the various needs of the Client, Workman and Customer in all actions.
• Change Orientation
• Seeks to improve and enhance delivery of Client service as well as supporting the Welcome service
• Leadership
• Leads from the front, supports and identifies change and controls and enhances change management, represents Workman and Client values.

Building Relationships

• Establishes and nurtures harmonious relationships both externally and internally.
• Developing Team
• Places a priority on developing own skills, knowledge and abilities in line with business priorities
• Seeks to improve staff through training
• Works with service provider’s management, to ensure contracted site-based staff are developed and trained in line with their job role