Vacancy Title
Facilities Manager (Estate)
Business Unit, Department & Location
GVA Acuity
London, Berkeley Square Estate
Details

Overall Purpose of Job

 

The Facilities Manager - Estate, is to take responsibility for the management and provision of facilities services across the Berkeley Square Estate portfolio, including compliance, hard and soft services, building maintenance and service charges.

 

Main Duties, Responsibilities & Accountabilities

 

General Duties

  • The Facilities Manager undertakes to comprehensively manage, plan and co-ordinate the physical and environmental conditions within the multi-occupied portfolio. The Facilities Manager reports the FM, Head of Estates and  the role includes but is not limited to the following responsibilities:
  • Ensure all services necessary for the full and effective operation of the buildings in accordance with the provisions of the leases and as directed by the Management Surveyor.
  • Prepare, monitor and reconcile service charge budgets in accordance with the RICS Code of Practice.
  • Engage regularly with all occupiers keeping them informed of all works and services within the buildings. Keep updated tenant contacts, key holders and fire safety responsible person lists.
  • Deliver an excellent customer service to occupiers and clients.
  • Regularly inspect the buildings including all common parts areas i.e. corridors, fire escape routes, plant rooms, roof areas, service areas, car parks etc. Record issues and take and record actions accordingly. 
  • Proactively manage tenant fault reporting and day to day issues.
  • Manage the performance of the GVA Acuity Service Desk (based at Keele) to ensure that all service providers interact effectively and that reactive tasks are reported, action taken and then closed down in accordance with SLAs & KPIs.
  • Raise and supervise insurance claims in conjunction with the Facilities Co-ordinator.
  • Assist with the completion of Way leave Agreements and Licence to Alter as required by the Head of Facilities Management and the Management Surveyor.
  • Assist the Management Surveyors in the provision of formal written reports and attend client meetings as required.
  • Monitor energy and water consumption, and champion the sustainable operation of the properties.
  • Establish close co-operation and liaison with all local authority departments, local organisations, businesses and associations as are necessary in connection with the successful operation of the building.
  • Manage the Key Handling process to ensure that keys are issued and returned by service providers and GVA staff. Records are to be kept and all FM and Admin staff involved in the process are to be briefed accordingly.    
  • Participate fully as a member of the wider GVAWEM FM team, sharing knowledge and experience and providing information to colleagues and the team.

 

Contract Management

  • Attend regular supplier review meetings and take ownership of the performance of the contracts. Inspect site records, method statements and contracts on a regular basis.
  • Monitor performance, attendance, cost and value through the SLAs and KPIs.
  • Assist the Head of Facilities Management and FM, Head of Estate with benchmarking value and the suitability of the contract on a regular basis.

Compliance and Health and Safety

  • Ensure that all safety records, statutory inspections, reports and documentation are retained and up to date at the properties. Report any unsafe acts/defects to the Head of Facilities Management immediately. All necessary documentation must be on site and complied with at all times, both in Landlords and tenants areas.
  • Fire precautions should be endorsed at all times. Check and witness on a rotational basis the weekly fire alarm test, emergency light test, sprinkler valve test and fire evacuation drills.
  • Ensure the instruction or management of the following:
  • Health and Safety Risk Assessment is undertaken annually.
  • Asbestos Register and Management plan is produced and all hazards managed as appropriate.
  • Fire Risk Assessment or Audit.
  • Legionella Assessment.
  • On Site Logbooks
  • Fire Safety records
  • Water Hygiene records
  • Records for specific Permits to Work (PTW)
  • Mechanical and Electrical Engineering maintenance records
  • Cleaning reports and method statements

 

Environmental.

  • Review Landlord’s electricity and gas consumption levels, in conjunction with the energy consultant and GVAWEM Environmental Policy.
  • Undertake a regular audit of the properties. Develop plans for the enhancement of the building, security measures and energy saving initiatives in line with GVAWEM Environmental Policy. 

Budget Control.

  • Ensure instructions are issued to external advisers for the provision of ten year plans for service charge expenditure on both plant and structure. Determine priorities for repair, enhancement, and modification of the building services facilities and equipment in order to implement the five year plan, in agreement with the Head of Facilities Management. 
  • Approve expenditure, within given authority levels, on building services expenditure and monitor service charge expenditure within all relevant properties.
  • Assist in the preparation of service charge budgets which are to be considered and reviewed by the FM, Head of Estates. This must be completed as per the GVAWEM budget calendar and at least 14 weeks before the service charge year end.  Expenditure is to be monitored throughout the year to ensure that it is kept within budget for the current year. 

Undertake such other related duties as directed from time to time. 

  • Provide assistance / cover for other client buildings when necessary.

 

Desired Knowledge, Skills and Experience

Person Specification

 

  • A strong record in managing complex service charge budgets.
  • Good communication and leadership skills.
  • Strong IT skills.
  • Be able to demonstrate a strong background in Property and Facilities Management within a mixed use property portfolio.
  • Strong organisational and administration skills.
  • Strong interpersonal skills.
  • Have demonstrable experience of managing service partners to deliver a 5* service.
  • Have an interest in the technical aspects of the role, a technical background is not required but an interest and experience in technical projects is desirable.

 

Qualification Requirements

  • Membership of BIFM.
  • NEBOSH General Certificate or IOSH

 

GVA are an equal opportunities employer.

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