Facilities Manager

To provide operational support for the day‑to‑day running of the Welcome Portfolio and to support the Senior Welcome Facilities Manager with delivering operational excellence to Clients & Customers. The role will also deliver Building Management services at 20 Giltspur Street, a 120 000 sq ft Grade A office redevelopment on behalf of a Sovereign Wealth Fund.

Based at the asset three days a week, with the remaining two days working either on the Welcome FM role at another asset within the portfolio or at Head Office, depending on business needs.

Objectives

Provide operational support for the day‑to‑day running of the Welcome Portfolio and support the Senior Welcome Facilities Manager with delivering operational excellence to Clients & Customers.

Duties & Responsibilities

• Compliance and Reporting: regular monitoring and monthly reporting of H&S performance across all assets within the portfolio. Benchmarking assets against each other and providing an annual H&S award to the building with the consistently strongest performance.
• Annual Site Audit: a full compliance and operational review of each building is carried out no less than once per annum.
• Monthly and Quarterly Site Visits: routine inspections to ensure standards are upheld across the portfolio; frequency depends on the scale of the asset and the fee structure.
• Operational Continuity: provide remote sickness and holiday support to maintain service continuity during staff absences.
• Building Manager Recruitment: participate in the screening and selection process for all Welcome Building Managers.
• Building Manager Onboarding: support the delivery of a structured site‑based induction on day one for new Building Managers, including induction training, IT set‑up, introduction to the site team and a building walk‑around.
• Quarterly Portfolio Meetings: support the Senior Welcome FM with preparation and delivery of Quarterly Portfolio Meetings.
• Team Culture: support the Senior Welcome FM with developing a one‑team approach between LLPs & BMs.
• Portfolio Tender Management: run centralised tenders, with input and oversight from the Procurement Director and Senior Welcome FM.
• Ongoing Supplier Engagement: quarterly contractor meetings with all main service providers across the portfolio for performance reviews, KPI reporting, central issue resolution and service innovation.
• Ad‑Hoc Advice and Guidance: provide responsive support for operational and compliance queries for all Building Managers within the Welcome portfolio.
• Mobilisations: provide comprehensive support for the setup of new sites, including detailed planning, effective coordination with stakeholders and hands‑on execution.
• Project Involvement: actively contribute to project lifecycle activities, including planning, implementation and ongoing oversight, and provide input into design considerations affecting future building operations.
• Weekend Attendance: ensure continuity of building operations where required for works conducted out of hours, providing cover when core site team cannot be present.

Building Manager Responsibilities

• Consistently exceed client and occupier expectations and deliver long‑term, sustainable customer satisfaction.
• Review and oversee on‑site interactions with the occupier and visitors, and provide recommendations for improvement.
• Lead the process of owning the relationship with the occupier on site.
• Lead onsite team to compile and host a calendar of events for the occupier and satisfy the S106 obligations.
• Actively engage with occupier to create and maintain a building community.
• Prepare and host regular occupier meetings, including agendas and minutes.
• Create and develop suitable management procedures for the building.
• Understand and implement the client’s strategy within the building.
• Keep abreast of hot topics in facilities and property management and adjust building procedures accordingly.

Contract Management

• Maintain accurate records of contracts including value, termination dates and other details applicable to the asset, and provide them to Workman as required.
• Meet regularly with key contractors to progress works, resolve operational issues and report performance.
• Plan and implement contract works within the service charge budget and agreed authorities.
• Ensure contractors observe all Health and Safety rules and client‑specific regulations.
• Manage day‑to‑day operations of all full‑time contract site operatives.
• Monitor service provider performance against SLAs and KPIs.
• Review and approve contractor invoices and produce purchase orders.
• Experience in service charge budget management and ongoing budget reviews.
• Overall responsibility for property H&S compliance levels and risk management.
• Regularly review, update and communicate to occupiers site‑specific procedures.
• Maintain at least 97 % compliance in all compliance levels.
• Conduct frequent internal and external property inspections and manage risks.
• Handle complex building insurance claims.
• Assist in accurate reporting in compliance with Client and Workman requirements.
• Prepare and deliver monthly management reports with clear performance updates.

Requirements

Professional Experience

• Strong IT skills: Microsoft Word and Microsoft Excel.
• IOSH / NEBOSH credentials desired.
• Mobilisation experience: previous experience of mobilising an asset through to operation.
• Commercially minded: identifies cost‑saving and performance‑enhancing opportunities.
• Identifies additional business opportunities and presents these appropriately.
• Balances needs of Client, Workman and Customer in all actions.
• Change orientation: seeks to improve and enhance delivery of Client service.
• Leadership: leads from the front, supports and drives change management, and represents Workman and Client values.

Building Relationships

• Establish and nurture harmonious relationships externally and internally.
• Develop own skills, knowledge and abilities in line with business priorities.
• Improve staff through training.
• Work with service provider management to ensure contracted site‑based staff are developed and trained in line with their role.

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