Facilities Manager

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PRINCIPAL OBJECTIVE

To assist and support the centre manager in the effective day to day running of the shopping centre with specific responsibility for operational aspects including the centre's operations contracts, the maintenance programme and support the implementation of approved shop fitting works.

DUTIES AND RESPONSIBILITIES

1. Responsible for the daily supervision of all operational contract including cleaning, security, waste contracts for the site to ensure that: -

• Inspect the centre daily to check that cleanliness, security, waste, landscaping etc standards are met.
• Ensure all issues are logged and dealt with.
• Assist the centre manager with contract procurement and re-tendering process of the contract(s) at appropriate times, to ensure compliance with legislation and best practice.
• Ensure the centre's environmental operational procedures are planned and implemented, communicating, and encouraging retailers to participate.
• Ensure there is always adequate security and that the centre is maintained in a clean and safe condition.

2. Car park

• Manage the car park services, contractors to ensure full operational compliance.
• Cash collection monitoring of contractor, collections, receipts, banking, and tracking
• Monthly prepare an accurate report of the car park operational items

3. Responsible for the update and management of the centre's M&E/building and ppm programs ensuring that they are continually managed and reviewed.

4. Maintenance and servicing records. Oversee the work of on-site engineers, dealing with any queries or incidents in relation to their maintenance programme and be responsible for the management of on-site contractors dealing with day-to-day repairs of the centre's fabric and equipment. Monitor and prioritise the daily defect check and direct resource as appropriate. Maintain awareness of ongoing expenditure against budget.

5. Manage health & safety requirements for the centre, liaising with the centre manager, soft services coordinator, managing agent, and third-party companies as appropriate to ensure that all health & safety obligations for the centre are met.

• Have a comprehensive understanding of the company's health & safety policy, health & safety legislation, and risk assessment recommendations to ensure compliance in the working practices of all contractors and in-house staff.

• Oversee the arrangement of routine emergency evacuations and related equipment testing, assess effectiveness and instigate improvements where necessary.
• Co-ordinate emergency procedures training of in-house and contract staff.
• Ensure all retailers are aware of management regulations regarding health & safety and provide advice to retailers on all aspects of health & safety to improve on-site compliance.
• Ensure that risk assessments are carried out on all equipment.
• Provide all necessary permits for external contractors.
• Produce the health & safety report for the monthly management meeting.
• Responsible for accident reporting and health and safety updates.
• Arrange annual audits to ensure compliance of asbestos, water and health and safety
• Attend annual H&S management review audits, presenting all required documentation.

6. Investigate incidents that may lead to public liability insurance claims and take necessary steps to ensure that such incidents are kept to a minimum through active management initiatives in conjunction with the centre manager and soft services manager.

7. Assist in the production of the centre's emergency plans and procedures and disaster recovery plan and co-ordinate communication to tenants.

8. Develop and maintain good relationships with retailers through regular contact and visits to units. Deal with all technical based queries or problems that are experienced and raised by retailers.

9. In conjunction with the centre manager assist with shop fits for all new lettings at the centre and any shop fitting proposals for existing retailers, including the designs and the management of the fitting out process. Oversee all on-site contractors of the unit and liaise with legal representatives, architects and external contractors as required.

10. Liaise with the centre administrator to compile accurate monthly energy consumption figures between the centre and car park.

11. Be aware of corporate environmental policy, environmental targets and KPIs set by the landlord and recycling targets, monitor progress, and evaluate regularly to continually improve the centre's environmental achievements.

12. Support the centre manager to develop service charge budgets, monitor expenditure against budget.

13. In conjunction with all members of the management team oversee commericalisation traders on the malls, ensuring that all comply with health & safety requirements and mall policy to ensure all meet the standards required.

14. Support the centre manager and marketing teams as and when required with promotions and events.

15. Attend 121, teams, health and safety, management meetings

16. Deputies in the absence of the centre manager and act as duty manager, including working weekends and public holidays on a roster basis, as required, to ensure that the centre operates effectively.

INTERFACES

(the main groups or people that the jobholder interacts with and the nature of the interaction)

ON SITE TEAM

• Daily communication and interaction with centre manager and centre administrator.

MANAGING AGENT, OWNER AND OWNER'S CONSULTANTS

• Regular contact in relation to all operational aspects of the day-to-day management and maintenance of the centre. Close involvement with consultants appointed, eg insurers, letting agents, solicitors, rent review agents, architects etc.
• When deputising for the centre manager, regular contact with the managing surveyor in relation to day-to-day management of the centre and on-site team.

ON-SITE SECURITY / CONTRACTORS

• Daily contact with soft services coordinator, providing supervision, advice and dealing with enquiries.

RETAILERS

• First point of contact for problems or enquiries relating to operational issues, the fabric or maintenance of the building.

EXTERNAL BODIES

• Local fire officer
• Local police
• Local authority
• Relevant local organisations or parties with an interest in, or relevance to, the centre, town centre management.

GENERAL PUBLIC

• Complaints and enquiries including the collation and management of documents relating to claims against the centre.

KNOWLEDGE, SKILLS, AND EXPERIENCE

Essential

• A minimum of 5 years' experience managing a multi occupancy building.
• Experience of implementing health and safety policies.
• Including operational elements, fabric, building maintenance.
• Understanding of environmental issues and how they impact on the business.
• IOSH
• GCSE English, math's
• Experience in software and application systems
• IT word, outlook, excel

Desirable

• Experience of working in a shopping centre,
• Experience of dealing with tenant lease covenants and statutory obligations.
• NEBOSH diploma
• Level 3 diploma in facilities management
• First aid at work

Strong communication skills

Verbal and written.

Strong relationship-building skills