Facilities Management Professional
4 weeks ago
Job Summary
Avison Young is seeking a highly skilled and experienced Assistant Facilities Manager to join our team. As a key member of our facilities management team, you will be responsible for ensuring the smooth operation of our multi-occupied portfolio.
Key Responsibilities
- Manage and coordinate the physical and environmental conditions within the portfolio, ensuring compliance with lease provisions and regulatory requirements.
- Assist with the preparation, monitoring, and reconciliation of service charge budgets in accordance with the RICS Code of Practice.
- Engage with occupiers, keeping them informed of works and services within the buildings, and maintain updated tenant contacts, key holders, and fire safety responsible person lists.
- Deliver exceptional customer service to occupiers and clients.
- Regularly inspect buildings, recording issues and taking actions accordingly.
- Proactively manage tenant fault reporting and day-to-day issues.
- Manage the client preferred Work Order platform (Prism) to ensure effective interaction with service providers and closure of reactive tasks in accordance with SLAs & KPIs.
- Raise and supervise insurance claims in conjunction with the Facilities Co-ordinator and Surveyor.
- Assist Management Surveyors in providing formal written reports and attending client meetings as required.
- Monitor energy and water consumption, championing sustainable operation of the properties.
- Establish close cooperation and liaison with local authority departments, organizations, businesses, and associations necessary for successful operation of the building.
- Participate fully as a member of the wider Avison Young FM team, sharing knowledge and experience, and providing information to colleagues and the team.
Contract Management
- Attend regular supplier review meetings, taking ownership of contract performance, inspecting site records, method statements, and contracts, monitoring performance, attendance, cost, and value through SLAs and KPIs.
Compliance and Health and Safety
- Ensure safety records, statutory inspections, reports, and documentation are retained and up to date at the properties, reporting any unsafe acts/defects to the Senior Facilities Manager or Estate Manager immediately.
- Fire precautions should be endorsed at all times, checking and witnessing on a rotational basis the weekly fire alarm test, emergency light test, sprinkler valve test, and fire evacuation drills.
- Ensure instruction or management of the following:
- Health and Safety Risk Assessment is undertaken annually.
- Asbestos Register and Management plan is produced and all hazards managed as appropriate.
- Fire Risk Assessment or Audit.
- Legionella Assessment.
- On Site Logbooks.
- Fire Safety records.
- Water Hygiene records.
- Records for specific Permits to Work (PTW).
- Mechanical and Electrical Engineering maintenance records.
- Cleaning reports and method statements.
Environmental
- Review electricity and gas consumption levels, in conjunction with the energy consultant and Avison Young Environmental Policy.
- Undertake a regular audit of the properties, developing plans for the enhancement of the building, security measures, and energy saving initiatives in line with Avison Young Environmental Policy.
Budget Control
- Ensure instructions are issued to external advisers for the provision of ten-year plans for service charge expenditure on both plant and structure, determining priorities for repair, enhancement, and modification of the building services facilities and equipment in order to implement the five-year plan, in agreement with the Head of FM.
- Approve expenditure, within given authority levels, on building services expenditure and monitor service charge expenditure within all relevant properties.
- Assist in the preparation of service charge budgets, which are to be considered and reviewed by the FM, Senior FM, or Estate Manager, completed as per the Avison Young budget calendar, and at least 14 weeks before the service charge year end, ensuring expenditure is kept within budget for the current year.
Qualifications
- Good communication and leadership skills.
- Strong IT skills.
- Strong background in Property and Facilities Management within a mixed-use property portfolio.
- Strong organisational and administration skills.
- Strong interpersonal skills.
- Demonstrable experience of managing service partners to deliver a 5-star service.
- Interest in the technical aspects of the role, a technical background is not required but an interest and experience in technical projects is desirable.
- Experience of managing utilities/energy.
Knowledge/Desirable Qualification Requirements
- H&S trained to IOSH Managing Safely.
- Experience of working as part of a team in a multi-site FM environment.
- Well-developed IT skills.
Equal Opportunities
Avison Young is committed to building an inclusive culture that empowers all of our employees to thrive, be successful, and feel a sense of belonging. Avison Young is an equal opportunities employer, and is committed to treating all its employees and job applicants equally. If you are a person with a disability, if you are neurodivergent, or if you have a condition that you believe may affect your performance during our selection process, Avison Young will be happy to make reasonable adjustments to our processes for you.
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