Regional Facilities Manager

Responsibilities

• Provide facility and property management services to designated properties in accordance with Specifications and KPI's
• Manage contractors and ensure H&S compliance for the allocated portfolio
• Establish positive working relationships with occupiers, prepare and jointly with the PM team host occupier meetings
• Assist with operational management of occupier fit out works
• Develop and review suitable management procedures for individual buildings including Occupiers Handbook and Contractor Rules
• Attend Client Meetings as required
• Assist in the preparation and management of Service Charge budgets for all multi-let properties on the portfolio, monitor expenditure and annual reconciliations based on RICS and client agreed timelines
• Carry out regular property inspections of the common and tenants' areas and instruct any remedial works as required
• Ensure property inspection reports are loaded onto relevant H&S systems within 5 working days from completion
• Assist with management of onsite staff including building managers, site receptionists and security guards where applicable
• Manage Health and Safety compliance by all suppliers, ensure permits and permissions of works are raised to cover any contract and ad-hoc works
• Manage and monitor Health and Safety systems e.g. QUOODA and Vantify and ensure performance statistics are maintained at the required level—expected above 90% on document management and 100% on site inspection reports
• Authorise supplier invoices in accordance with delegated authority levels
• Review contracts on a regular basis to ensure value for money, prepare specifications and tender contracts with assistance from relevant consultants where applicable
• Ensure contracts are available either on Dwellant system or copies saved on companies filing system
• Ensure Procurement is carried out in accordance with company policies and procedures and in line with procurement team's strategy and guidance
• Be available to assist with emergency calls out of hours e.g. liaising with suppliers to ensure urgent attendance
• Maintain regular liaison with the Property Management team and attendance at briefings and client meetings
• Be the "Workman Welcome" person for the Glasgow office, keeping up to date with the services that this delivers and seek opportunities to deliver the service in applicable properties

Requirements

• Demonstrable experience in site/facilities management as applicable in the Managing Agent environment
• Experience communicating with a wide range of colleagues at all levels and with external stakeholders and contractors
• Knowledge of health and safety regulations and best practice affecting site management
• Full working knowledge of relevant codes of practice/legislation including the Service Charge Code of Practice
• Excellent interpersonal skills
• Ability to plan and prioritise own workload and manage conflicting demands
• Qualified to IOSH level
• Experienced in Microsoft packages to at least intermediate level

Benefits

• Contract: Full-time (35 hours a week), allowing flexibility to what time you can start work
• Bonus and reviews: Discretionary annual bonus and salary reviews
• Healthcare: Healthcare, life insurance and wellness programme
• Equipment: Company car, laptop & phone
• Holiday: Long service additional holidays, your birthday off and an extra day between Christmas and New Year
• Lifestyle benefits: Gym membership, cycle to work, buy and sell holiday to name just a few
• Social events: Throughout the year including a firm wide Christmas party
• Referral bonus: Generous referral bonus