Job purpose
To support the team with facilities management of a portfolio of properties primarily in Brighton and the South East.
Role Dimensions
Financial data (budgets etc)
Management of service charge funds in accordance with approved budgets
Total number of employees for whom you have line responsibility
Dependant on distribution of properties and whether there are any on site staff
Other data
The role is office-based with flexible work from home as agreed with Line Manager according to company policy and site visits. Travel to other SHW offices will be required.
Key Responsibilities
- Facilities management of properties
- Ensuring Health & Safety Compliance
- Control of expenditure
- Ensuring reactive works and budgeted works are undertaken in accordance with budget and service level agreements
- Dealing with Tenant, Property Manager and Client enquiries
- Liaison with tenants
- Responsibility for compliance with Health & Safety and Statutory Assessments
- Inspection of properties as per contract requirements
- Instruction of works subject to budget/client expenditure limits
- Inspecting of works undertaken and management of contractors ensuring performance to any agreed SLA’s
- Developing, where required, and implementing CSR schemes for properties
- Appointment of third party consultants to provide specialist technical advice where required
- Procuring and tendering supplies and contracts for assigned properties
- Coding and approval of invoices
- Attending tenant meetings with PM
- Preparation of service charge budgets for review by PM
- First review of service charge closures for review by PM
- Undertake procurement/rationalisation of contractors across SHW portfolio
- Provide and ensure delivery of professional standards to external clients and internal colleagues in relation to Facilities Management.
Communications & working relationships
Internal
- Property Managers
- Risk Management Team
- Accounts Team
- Fee earners across the company
External
- Clients
- Tenants
- Retained consultants
- Contractors
- Professional bodies
- Third party professionals
Key performance indicators
- Health & Safety compliance across portfolio above 98%
- Budget control / spend within 5% of each property.
- Service Charge Budgets prepared and submitted to PM 3 months before service charge commencement date
- Review of service charge closure within 5 working days of receipt
- Inspection of properties in line with agreed frequency
Person specification
Knowledge, skills and experience required
- Strong technical knowledge in relation to plant and equipment
- Demonstrable success in maintaining and delivering outstanding services to clients
- Experience of procuring and managing contracts
- IWFM membership
- Knowledge of Health and Safety systems
- Knowledge of property management systems
- Excellent communication skills both written and oral
- Attention to detail
- Ability to work independently and prioritise workload
- A team player, who maintains a high degree of professional integrity
- A personable character, who will fit in with and add to the ethos of SHW and its brand
- Willing and able to travel to attend sites these might not be accessible via public transport therefore access to transport will be required.
SHW is committed to encouraging respect, diversity and inclusion among our workforce and eliminating discrimination. The aim is for our workforce to be representative of all sections of society, and for each employee and client to feel respected in an equitable environment.
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