Facilities Manager

Our client, a well-recognised University, are now recruiting for a Facilities Manager to join their team in the heart of London to assist and support the Area Facilities Manager.

To supervise and monitor the delivery of a range of maintenance and facilities services within a designated group of area based buildings, ensuring the safe, efficient and effective deployment of staff and other resources.      

Key Responsibilities

• Assist and support the Area Facilities Manager to ensure the provision of efficient, effective maintenance & facilities services within a delegated site or group of buildings.
• Oversee/monitor the safe, efficient and effective provision of services; give instructions to staff and contractors and monitor progress, standards, costs etc.; initiate and manage the resolution of routine problems arising;

Services may include:

• Maintenance
• Security
• Cleaning
• Waste Management
• Porters
• Mail
• Grounds Maintenance
• Parking
• Catering

• Proactively develop and maintain effective customer/stakeholder relationships through a network of key contacts.
• Proactively identify opportunities to improve services and facilities within the Area; initiate minor improvement work or service variations within delegated budgets.
• Deputise for the Area Facilities Manager by attending relevant committees, working groups, project teams etc.
• Monitor, report and take appropriate actions in respect of fire safety issues, including the storage of materials, fire door operations, smoke/heat detectors etc.
• Liaise closely with client departments; monitor projects and services to ensure that they meet customer expectations and are delivered to specification, on time and within budget; 
• Advise and assist in the planning and co-ordination of maintenance and facilities work on site to minimise disruption and inconvenience to users; communicate effectively with client departments re ongoing work, progress etc.
• Work with Facilities Teams, Room Bookings, client departments and contractors to ensure that events are properly managed and services for events delivered efficiently and with minimum disruption.
• Communicate effectively with client departments/stakeholders; monitor projects and services to ensure that they meet customer expectations and are delivered to specification, on time and within budget; provide relevant feedback;
• Liaise with Project Managers and assist in the oversight of projects on site; assess the potential impact of projects on building users and communicate accordingly;
• Support and assist client departments in the development of briefs and cost estimates for minor works.
• Oversee and administer the procurement and delivery of approved minor works; liaise as necessary with other Estates teams.
• Issue or revise work instructions via the Customer Services Centre, work/purchase orders, the Famis system or in person.
• Assist in the compilation and maintenance of essential records, including asset register, asbestos register, Health and Safety Information and PPM records etc.,
• Assist in the development of a performance management framework and associated reporting.
• Carry out pre and post inspections of work to establish resource needs, priorities, working methods and approval of completed works.
• Liaise with Estates’ contract managers and service providers (e.g. cleaning, waste management, security); contribute to the drafting of service specifications, project briefs etc. via the Area FM.
• Compile and co-ordinate data, statistics, financial and performance returns etc.; produce reports as required;
• Attend and contribute to meetings, presenting information as required;
• Work with other Area Facilities teams to provide support, coordination and cross cover across the campus.

Person Specification

• Practical experience in the supervision and monitoring of estates services/operations using contractors and directly employed staff;
• Practical knowledge, understanding and application of relevant Health and Safety legislation;
• Experience of integrated estates management systems (equivalent to Famis system) and Help-desk operations; financial and performance monitoring and reporting
• Excellent inter-personal and communication skills with a customer focused approach

Desirable:

• A relevant professional qualification (Building/Engineering Maintenance, Facilities Management etc.);
• Project management experience;
• Conversant with developments in sustainability and environmental issues, including energy conservation;
• Experience within the HE sector or similar environment involving complex building and engineering infrastructure;
• Good presentational and influencing skills;
• Experience and understanding of service specifications, contracts, service level agreements etc.