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Facilities and Estates Manager

2 months ago

London, Greater London, United Kingdom Spa 23 Fitness and Lifestyle Full time
Job Description

**Job Title:** Facilities and Estates Manager

**Job Summary:** We are seeking a highly skilled and experienced Facilities and Estates Manager to join our team at Spa 23 Fitness and Lifestyle. The successful candidate will be responsible for the day-to-day management of our facilities, ensuring a high-quality and safe environment for our members and staff.

Key Responsibilities:
  • **Site Operations:**
    • Communicate and engage with tenants, site staff, contractors, and consultants to continuously improve the efficiency, quality, and value of our facilities.
    • Ensure health and safety, property rules/regulations, and operational requirements are clearly communicated, understood, and followed.
    • Promote environmental sustainability by engagement, audits, workshops, and incentives. Manage and reduce energy and waste in line with our organisational objectives.
    • Maintain the highest level of cleaning, security, and maintenance quality standards throughout our facilities.
    • Track, measure, and report on all relevant site operations. Consider and recommend improvements.
    • Support the management teams when required.
  • **Financial and Professional:**
    • Assist the Senior Property Manager to meet deadlines for the delivery of completed budgets and the issuing of certified accounts.
    • Create service charge and non-recoverable budgets for our facilities in accordance with industry best practice. Monitor and control all expenditure.
    • Prepare and issue certified accounts and reports. Our combined service charge and non-recoverable budget is £1.8 million.
    • Benchmark service charge levels to ensure best value for our occupiers.
    • Resolve tenant and accounts team queries that may arise related to expenditure, including the service charge.
    • Provide detailed reports for any insurance claims, remedial works, or improvements.
    • Process invoices, administration, coordinate with the accounts team for supplier accounts, and contractor/consultant financial management.
  • **Technical:**
    • Ensure soft and hard services contracts (security, technical and facilities operations, cleaning, safety, mechanical and electrical) are delivered to the highest standards.
    • Conduct regular contractor service level reviews and undertake contract re-tendering as required.
    • Ensure robust CCTV and data management – collate, secure, and report.
    • Coordinate and monitor all new and existing tenant matters, including tenant maintenance, fit-outs, or alterations.
  • **Health and Safety:**
    • Ensure health and safety, fire safety, and compliance are always kept to the highest standards and in line with our organisational and contract management strategies.
    • Maintain and keep up to date the nominated health and safety software system (QUOODA) to ensure compliance and achieve the highest levels of compliance.
    • Complete annual health and safety and fire risk assessments on time and resolve any resulting actions promptly. Ensure compliance with statutory health and safety and insurance requirements for contractors.
  • **Customer Service:**
    • Ensure high standards of presentation, quality, and visual appearance throughout our facilities.
    • Respond promptly to queries or complaints, address these constructively, report, feed back, and always strive for timely resolutions.
    • Manage the on-site team to deliver excellent standards of customer service that can be measured by satisfaction surveys.
  • **People:**
    • Maintain close contact with the senior property manager, facilities manager, and other property managers, supervisors, colleagues, and all stakeholders.
    • Lead, encourage, and motivate the on-site team, ensuring appropriate training for maximum effectiveness.
  • **General:**
    • Ensure flexibility and availability for meetings, issues, and events – including those occasionally occurring outside normal working hours if required.
    • Assist with the organisation and planning of events as required.
    • Ensure organisational objectives and policies are clearly communicated, understood, and followed.
    • Perform any other duties as required by the business.