Regional Facilities Manager - Cambridge/East Anglia

Job Description

Purpose of the RoleThis role will be to support the Property Management Surveyor in the delivery of a high-quality property management and compliance service for a mixed portfolio of properties in the Hertfordshire, Cambridgeshire & Bedfordshire Region.In the role you will take full responsibility for managing the site’s facilities, compliance, and financial aspects of a portfolio of properties, including when and if required, the recruitment and training of site staff.As the main point of contact for the site’s you will be tasked with maintaining a safe and pleasant environment for our customers through regular site visits, client and contractor liaison and the monitoring of Health & Safety systems to promote best practicein respect of all site related tasks.Risk and contractor management is a key activity to ensure full compliance with building statutory requirements and this is completed through regular inspections and audits. Therefore, a recognised H&S qualification by examination is essential, and thereis an expectation that employees will be able to demonstrate experience and/or working towards a professional qualification such as MIWFM/IOSH/NEBOSH.Key Responsibilities

1. Ensure that the Operation Reporting System (“Compass”) and Savills Health & Safety systems (Datastation/Meridian/Riskwise) are always up to date and complete.
2. Ensure compliance with all legal and statutory requirements, including Health and Safety is Maintained.
3. Prepare each site for risk assessment maintaining a target compliance rating of minimum 97%.
4. Ensuring that a full set of risk assessments are held on the Health & Safety system and action plans are implemented, diligently and competently always.
5. Ensure that monthly or quarterly checklists, as applicable are completed and uploaded on to the Health & Safety system, within the appropriate time scales.
6. To act as a mentor to junior members of the team and site staff, where and if applicable, and ensure that their development and progression is managed to allow them the best chance of success.
7. Work with Savills Pathways, when and if applicable, to develop individual training plans for all junior members of staff and site staff within your portfolio and hold regular review meetings to monitor progress and performance.
8. Record utility consumption and update Optima/Compass accordingly.
9. Ensure that high site standards, in respect of cleaning, repair and presentation are achieved and always maintained, within property budgets.
10. Visit each tenant where possible monthly (or as often as the management contract dictates) and report any issues to the appointed Management Surveyor.
11. Develop a close working relationship with tenant representatives and manage tenant satisfaction and confidence, in Savills service delivery. Ensure that all tenants have relevant contact details for the Regional Facilities Manager and Management Surveyor.
12. Inspect the properties on a frequency specified by the Management Surveyor, multi lets should be visited at least once a month, although site conditions may dictate a higher frequency. In the event of emergency situations, to attend property as soon asis possible and report back to relevant personnel.
13. Evaluate existing contractual relationships and ensure that the service provided by contractors, is in line with the agreed specification. Ensure that any shortcomings in service delivery, are dealt with swiftly and reported back to the Management Surveyorand Operations team.
14. Monitor tenant alterations and advise the Management Surveyor of any works noted, to be ongoing on site, of which the Facilities Manager has not been made aware.
15. Advise the Management Surveyor of any changes in tenants’ occupational status i.e. vacation of space, new occupiers moving in, potential name changes etc.
16. Assist in the preparation of the annual service charge budget by completing a 1st draft with explanatory notes detailing your recommendations and financial requests to ensure the surveyor is aware of all operational needs for each managed property.
17. Monitor SC expenditure and ensure that invoices are approved in a timely manner via Proactis.
18. Production and co-ordination of information, in line with Savills and client requirements.
19. Ensure that the Management Surveyor is kept fully informed, as to site issues always and to assist with the certifying of expenditure invoices if required.
20. To carry out annual appraisals, where applicable, for all SMR site staff that are based on your sites within the time scales given and ensure that 6 monthly reviews are completed.
21. Whilst having a strong ability to self-motivate and manage your own time, you will act as a team player within the wider East Anglia RFM team, communicating with team members, attend meetings, and cover colleague’s annual leave if required.

Skills, Knowledge and Experience Candidates will be required to demonstrate the following:

• Self-motivated individual with excellent interpersonal skills.

• Excellent organizational 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 on multi let sites.

• 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 -Mon – Fri 09:00 – 17:30 (37.5 hours)Please see our Benefits Booklet for more information.