My client is a family owned and run provider of serviced office space. Due to their continued growth and success, we are looking for an experienced Multi-Site Projects & Facilities Manager to join the team at a very exciting time for them. The Multi-Site Projects & Facilities Manager (MPFM) has overall responsibility for the delivery of in-house Projects, Facilities and Maintenance Services to the Business Centres and Leaseholders across the Portfolio of 14 sites. This encompasses co-ordinating the smooth day to day running of all Facilities and Property services, and first-class service to the Centre Teams. The primary focus is to ensure that the client feels, and can evidence, that they are in a well maintained and safe centre. The MPFM must also develop good working relationships with the maintenance and fit-out contractors. You will be required to effectively prioritise resource requests to ensure the best impact for the business from those resources; and know when to engage additional internal support.
Responsibilities
- Centre Quality Assurance Checks and Periodical Audit of site Management Files including contractors PPM checks, quality of work and safe working practices.
- Teamworking to Ensure the Property team deliver against their objectives and provide high quality customer service
- Provide Expert frameworks and opinion and ensure contractor work is carried out correctly and to a high standard in accordance with Health & Safety and Statutory Regulations.
- Ensuring that the Helpdesk delivers high quality customer service and that agreed SLA’s are met and, where possible, exceeded.
- Proactive management and benchmarking of various third party contracts and providers of outsourced services e.g. M&E, Cleaning, Security, Catering, Insurance admin etc.
- Managing service level agreements (SLAs) & Key Performance Indicators (KPIs) with contractors and external suppliers
- Ensuring compliance in all FM related areas with current and pending legislation & regulations
- Ensure that all work is signed off and documentation received prior to settlement of invoice.
- Make periodic checks of contractors out-of-hours works and confirm access and system integrity arrangements.
- Emergency attendance out of hours on site as required.
- Responsible for energy & waste management at the site and carrying out reviews of best practice for ongoing environmental improvements
- Assist with works and capital investment planning for maintenance for future years.
- Directly managing multiple planned ad-hoc projects ranging in value and size; ensuring that the budget and aims of the project are met, quality standards and health and safety are adhered to.
- Supervising the work of external project teams; this includes ensuring that Planning Applications and HSE Notifications for Construction Work are completed.
- Responsible within spending limits for the Facilities operational expenditure annual budget
- The MPFM will be required to ensure tight document control and make recommendations as appropriate.
- Accountability for Administering and Checking Permits to Work are being adhered to on site.
- Accountability for Checking Contractor RAMS and ensuring that they are being adhered to on site.
- Accountability for the Management of key commissioning & FGas documentation Witnessing Commissioning, where required
- Management of O&M & ensuring Drawings update post works completion.
- Management of any Client Works Management portal Assistance to Move in/Move Out
- Property & Lease Management
- Work the finance team to build Service Charge Accounts and Service Charge Schedules that are auditable and accurate.
- Take responsibility for preparing and establishing property operation manual, maintenance procedures and policies, and property management plan
- Manage and prepare all paperwork and processes to ensure tenant move-in, licences for alter, deeds of variation, and dilapidations.
- Health & Safety to ensure that the premises, plant, machinery and work activities are maintained and operate in compliance with health and safety legislation.
- Excellent Facilities, Property and Maintenance Management skills and proven experience of having managed projects covering construction fit out / refurbishment projects from conception, scoping, planning, budget management and control, time scale, team, health and safety and quality management of £500k – £3M in value.
Qualifications
- Proven experience of delivering high quality work in a similar role, preferably having managed across multiple sites.
- Good technical knowledge (including construction, heating, air conditioning, plant rooms, lighting), managing SLAs, KPIs and contractors.
- Experienced and confident in use of spreadsheets and other business financial & operational software packages
- Experience of tendering contracts for services
- Procurement and contract negotiation skills
- Qualifications: CIOB / MRICS, IOSH Managing Safely or equivalent
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