Job Title: Site Manager
The purpose of the Facilities Manager role is to have management and overall responsibility for the client property in line with all Health and Safety, environmental, company procedures related general legislation and client/tenant requirements. This includes ensuring the adherence to the budgetary costs and customer service standards.
Key Responsibilities
Customer
- To further develop and maintain excellent client relationships, ensuring that they receive the highest standards of service in relation to their operational needs and attend client meetings as applicable.
- Preparation, control and monitoring of the service agreement in accordance with the client’s budgetary agreement.
- Regular monitoring of the key performance indicators and taking remedial action as applicable to ensure the required standards are maintained and constantly improved for the full range of buildings.
- To manage major work programmes on site, acting as the liaison point for all parties involved.
- To produce management reports in accordance with the needs of the business.
- To liaise with the building manager and the procurement department to ensure compilation of external contracts and ensure that all procurement needs are carried out in line with Company policy.
- To monitor FM works onsite and liaise with service providers/sub-contractors.
- Ensure that a work order is in place for all jobs completed by the site team prior to work commencing.
- Attend daily/weekly/monthly meetings as formally agreed and requested.
- Manage day to day customer relationship with site team i.e., Snr Techs & Area Manager.
- Ensure any request or change to site scope & services are communicated to the Contract Manager.
- Help prepare any quotes for additional subcontractor works & upload any quotes to Web Quote for Client Approval.
- Help organise any approved additional extra works with the sub-contractors up to £30k (>£30k classified as project).
- Identify other opportunities for continuous improvement and inform Contract Manager / client.
- To ensure the fabric of the building both externally and internally is maintained and serviced to a high standard in accordance with the management contract and agreed budgets.
- Support with providing solutions to any issues which may arise and ad-hoc activities that may require your input.
QHSE & Compliance
- To be responsible for all the health and safety compliance onsite, including that of third party services providers and maintenance records. This includes ensuring our log books are regularly updated and monitored in accordance with all the Health and Safety requirements.
- To compile and maintain all required management information/records relating to company, health and safety and other related records. This includes asset register, emergency plans and all related records and management reports.
- To ensure fire and other evacuations are carried out on a regular basis in accordance with the health and safety requirements. This includes ensuring the emergency plan and related site maps are continually updated within the property.
- To liaise with local authorities as appropriate.
- To proactively manage risk and deal with insurance issues on site.
- Work with on site planner to provide input into any planning/ scheduling including any adjustments/corrections & WO allocation to the delivery team.
- Manage WO completion via client systems.
- Manage use of Avetta including employee & work order compliance.
- Ensure site team follow all QHSE procedures; including provision, use & inspection of PPE.
- Ensure OP61 (Client review) & OP63 (Contractor Checklist) are completed monthly.
- Ensure dynamic risk assessments are completed for jobs that are not covered by CBRE site risk assessments.
- Escalate if requested to do work outside of agreed site scope.
- Toolbox talks - monthly briefing complete and team sign off uploaded to eLogbook's.
- Safety spotlights – ensure team complete these.
- Hazard reporting – ensure team submit 1 / week per person with timesheet.
- QHSE & AGM audits – all actions to be completed within timeframes.
- Incident and Accident reporting including producing follow up Root Cause Analysis/ Learning from Experience to support knowledge sharing.
People
- Manage site team to ensure appropriate site cover & escalate if necessary. Including Engineer holiday approval, sickness reporting, parental leave approval etc.
- Obtain customer approval for all Engineer & FC overtime and ensure it is charged back e.g., staying late, assistance with shutdowns and extra works.
- Engineer Timesheets – authorize and ensure submitted to helpdesk by 09.00 Monday morning along with hazards.
- First point of contact for any Engineer pay issues – coach Engineers to check timesheet submissions first and the contact the helpdesk.
- Complete monthly 1:1s with team, manage non‑performance of site team, recognise good performance & share success stories.
- Ensure all Engineer induction & ongoing QHSE & functional Training is up to date with CBRE training Matrix. Assign training in Talent Coach and ensure that it is completed.
- Log any innovations and improvements.
- Recruitment – support Contract Manager with recruitment process.
- Induction: Customer Site and CBRE inductions including completion of induction checklist for both permanent and Agency staff.
- CBRE - Attend Contract Manager, FM & all hands meetings / calls.
Subcontractors
- To oversee third party contracts to ensure the correct standard of service is provided in accordance with the agreed contract.
- Manage use of Avetta including supplier compliance, work orders and workers.
- Request RAMS from subcontractors 2 weeks before due visit date and submit onto system for approval at least 48 hours before service visit.
- Notify all subcontractors of their planned visit dates in conjunction with the CBRE OP18 document, and as agreed with the Contract Manager.
- Ensure all passes are approved on Amazon's Right Crowd & ensure full site induction is complete before work commences, this may include yard access.
- Ensure that all subcontractor logbooks are compliant with CBRE / Client procedures and demonstrate this at sub‑contractor logbook audits.
- Read all subcontractor worksheets and escalate any issues with Contractor Manager.
- Liaise with sub-contractors on any reported defects.
- Ensure that sub-contractors have been monitored as per client/ CBRE procedures (OP63).
The above is a guideline to the role and is not intended to be fully inclusive or exclusive of the duties required.
Person Specification/Requirements
- Formal relevant C&G or equivalent qualification
- Previous supervisory experience within a client environment. This includes Line Management responsibility for Company personnel and contractors and management service agreements as applicable.
- Excellent customer service, interpersonal and communication skills
- IT literate, together with an understanding and experience of industry specific IT Applications.
- High degree and knowledge reference of Health and Safety legislation, environmental protection requirements and ideally IOSH or NEBOSH qualified
- Analytical skills
- Ability to work within a team and on own initiative and within a pressurised environment with excellent organisational and planning skills.
Accountabilities
- Reporting to Contract Manager
- Accountable day‑to‑day to the relevant client contacts
- Responsibility to ensure Site Compliance and QHSE procedures adhered to
- Line management responsibility for site team
- Line management responsibility for all relevant sub-contractors
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