Occupier Facilities Manager

4 weeks ago

London, Greater London, United Kingdom Savills Management Resources Full time
About the Role

We are seeking a highly skilled and experienced Occupier Facilities Manager to join our team at Savills Management Resources. As a key member of our operations team, you will play a critical role in delivering high-quality management services to our clients and tenants.

Key Responsibilities
  • Ensure that our Operation Reporting System and Datastation Health & Safety systems are up to date and complete at all times.
  • Comply with all legal and statutory requirements, including Health and Safety, and maintain a minimum compliance rating of 85%.
  • Prepare each site for risk assessments and ensure that a full set of risk assessments is held at each property and on Datastation.
  • Implement action plans diligently and competently at all times, and ensure that quarterly checklists are completed and uploaded on to Datastation.
  • Inspect all properties on frequency specified by the FMA, and act as a mentor to FM Apprentices to ensure their development and progression.
  • Work with Savills Pathways to develop individual training plans for all Assistant Facilities Managers and FM Apprentices within your region, and hold regular review meetings to monitor progress and performance.
  • Record utility consumption at all sites and update Optima/Compass accordingly, and ensure that high site standards are achieved and maintained at all times.
  • Visit each client on a quarterly basis or as often as the management contract dictates, and report / resolve any issues.
  • In the event of emergency situations, act as the first point of contact for Savills Helpdesk, attend property as soon as possible, and report back to relevant personnel while coordinating third-party stakeholders to reach a speedy resolution.
  • Evaluate existing contractual relationships and ensure that the service provided by contractors is in line with the agreed specification, and deal with any shortcomings in service delivery swiftly and report back to the Senior Occupier Facilities Manager.
  • Assist in the preparation of the annual service charge budget by completing a 1st draft with explanatory notes detailing your recommendations and financial requests to ensure the CRM is aware of all operational needs for each managed property.
  • Be the first approver of all expenditure invoices, track spend against budget through the service charge year, and advise the management surveyor of any deviations from budget (positive or negative) in early course.
  • Own all drafts on the service charge reconciliation, and monitor client expenditure to ensure that invoices are approved in a timely manner via Proactis / Elogbooks.
  • Prepare and implement contingency plans to ensure adequate and suitable site attendance, including cover for holidays, training, and sickness.
  • Produce and coordinate information in line with Savills and client requirements, and promote the Occupier service line by keeping on the pulse with business development opportunities, including pitching and proposing services to clients.
  • Lead the mobilisation and demobilisation of properties within allocation, and carry out annual appraisals for any SMR site staff that are based on your sites within the time scales given.
  • Manage all site personnel on a day-to-day basis under your leadership, monitoring performance, developing skills, addressing any performance or conduct issues, and tracking workloads by carrying out regular meetings in line with Savills policies.
Requirements
  • Self-motivated individual with excellent interpersonal skills.
  • Excellent organisational and time management skills with a degree of flexibility.
  • Ability to handle a large number of projects with a broad range of customers, suppliers, and property owners.
  • Experience and knowledge of achieving high standards in property management.
  • Knowledge and understanding in preparation of service charge budgets; ensuring agreed times and costs are adhered to.
  • NEBOSH or IOSH Managing Safely qualifications.
  • Strong overall experience in a similar environment.
Working Hours

09:00-17:30

Please see our Benefits Booklet for more information.

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