Contract Manager

The Contract Manager will manage the day-to-day contractual and operational delivery ensuring contractual compliance is achieved within the areas under their responsibility in line with company policy and procedures. 

To be a point of contact for the client facilities management team to provide technical support and advice to achieve contract delivery.

Expected to provide leadership, management, and development of the contract, ensuring financial and operational commitments are met and exceeded.

Role Responsibilities:

•    Contract Health and Safety

•    Operational Delivery of Contract to conclude reactive and small works

•    Financial Delivery of the Contract in line with the P&L

•    Data Management & Administration

•    Site Management

•    Employee Management & Leadership

•    Stakeholder Management

•    Promote TEAMS Values

Main Tasks:

Operational Delivery

•    Plan and execute efficient delivery of all Planned Maintenance tasks to ensure both statutory and mandatory Compliance.

•    Develop, manage and co-ordinate a process to continually review the service suppliers to ensure the required standard is achieved in accordance with BJF Group and the client’s policy and procedures.

•    Manage the delivery of the planned maintenance programme.  

•    Ensure Supply Chain delivers contracted performance requirements, and all certification and documents are recorded and filed correctly.

•    Responsible for the identification of the site assets and systems for the application of the planned maintenance regime by the programme managers.

•    Ensure sites are statutory compliant, provide assurance and identifying compliance failures and mitigating action and escalate where appropriate.

•    Ensure all compliance certification is uploaded onto the CAFM system within 48 hours of the works being completed.

•    Ensure all works are communicated to the client on completion of each visit by the colleagues under their remit.

•    Ensure all system interactions are in line with company and client expectations at all times. 

Operations – Reactive Works

•    Ensure that the supply chain is managed in the provision of the contracted reactive maintenance service and resolve failures of performance. 

•    Monitor and update clients CAFM system.

•    Provide management information to Line Manager and Support Manager on reported tasks and performance.  

•    Liaise with client to ensure priorities are appropriate.

•    Provide cost information to Line Management to progress chargeable works. Ensure that opportunities for the strategic development of the contract are exploited, to deliver increased turnover and profitability, ensure additional services and projects are added. 

•    Ensure 24/7 coverage in line with contractual requirements are in place.

•    Review colleague productivity and address as and when required.

•    Manage and monitor KPI delivery in line with contractual requirements. 

•    Ensure that opportunities for the strategic development of the contract are exploited, to deliver increased turnover and profitability, ensure additional services and projects are added. 

Operations – Small works (when required)

•    Provide professional and technical advice, liaise with all necessary parties to support the project team in the delivery of Project Work.

•    Co-operate with the projects if BJF Group works are beyond the site capacity.

•    Ensure delivery of works, where necessary interfacing with the Site Management and customer to confirm requirements.   

•    Ensure attendance at all scoping and handover meetings as and when required.

•    Ensure all works generated for Projects to undertake are passed to them in a timely manner.

Site Management

•    Ensuring business policies and processes are effectively communicated and implemented within the contract. 

•    Ensure the sites data is regularly updated on the clients CAFM systems.

•    Ensure site estate meetings are attended as and when required and documented for historical reference where needed.

•    Contribute technical/specialist advice to client.

•    Ensure Client is informed of any changes to site management structure or call out.

•    Where issues arise adhere to the agreed Escalation Process to maintain Contract Governance.

•    Adhere to client’s contract requirements.

•    Ensure optimum staffing structures operate across the contract, balancing cost reduction with the delivery of service excellence. Ensure structures support peaks and troughs in workload, and disaster recovery.

•    Ensure contracts are staffed by fully competent teams, ensuring post holders are fully competent, and that effective succession planning arrangements are in place.

Financial and Commercial Management

•    Understand the role that finance and commercial operate within the contract, in particular with requirements in the relevant contract modules. 

•    Ensure adherence to commercial processes and governance.

•    Ensure adherence to the Procurement Strategy and associated policies.

•    Take ownership and responsibility in conjunction with the finance team and ensure effective cost control on site. 

•    Ensure that site level data is kept up to date and assistance provided to resolve any and all financial and commercial issues on a timely basis.

•    Development of contract financial plans for revenue and profit delivery, reduction of WIP, debt, cost reduction and contract growth, and ensure that these are met and exceeded.

•    Full accountability for adhering to budget and managing the P&L in line with the business expectation.

•    Ensure all colleagues within their regional remit are fully aware of the commercial requirements of the contract.

•    Ensure all works are allocated to the correct revenue streams and all relevant documentation to support any submissions are in place.

Employee Management

•    Liaison with senior managers and HR to ensure all HR procedures are followed.

•    Provide welfare support to site staff as necessary, duties will include managing, reviewing and reporting on absence, disputes grievances, sickness, in line with company procedures.

•    Identify causes for concern and escalating to the line management where appropriate.

•    Management of H.R processes as and when required ensuring compliance with policies.

•    Ensure optimum staffing structures operate across the contract, balancing cost reduction with the delivery of service excellence. Ensure structures support peaks and troughs in workload, and disaster recovery.

•    Ensure contracts are staffed by fully competent teams, ensuring post holders are fully competent, and that effective succession planning arrangements are in place.

Stakeholder Management

•    Ensure that technical and performance data is provided to support the client and customer and stakeholder engagement strategy such as the monthly site progress review meetings:

•    Provide formal reports to the client as and when required.

•    Attend formal meetings with the client as and when required.

•    Provide ad hoc estate information for the client.

•    Act as point of contact to receive and action client external/internal Audit Teams feedback.

•    Working with other Managers at all levels throughout the business to ensure the collaborative development of the business, effective team working, and support to colleagues. 

•    Ensure a high level of customer focus within all areas of operational activities, and that effective relationships are maintained with key client contacts.

•    Deputise for Senior Management as required.

Health & Safety

•    Understand your responsibility for the health, safety and wellbeing of your team and the wider group, whilst promoting a positive health and safety culture throughout.

•    Ensure the client’s SSOW, H&S policy and procedures are in place and followed.

•    Ensure accident prevention programme/process is in place.

•    Ensure incidents accidents and near misses are recorded and reported in accordance with clients reporting system.

•    Ensure hazards are identified and risk assessments and method statements are in place for all works at site.

•    Ensure arrangements are in place to protect the health safety and welfare of all those who visit or use facilities under our control. 

•    Ensure attendance at client Site Safety meetings and ensure they are recorded and communicated to all staff where required.

•    Carry out regular audits to ensure that health and safety policy and processes and procedures are effectively implemented across the contract. 

•    Ensure appropriate control systems to ensure statutory, policy and contractual commitments are met.

•    Take ownership and responsibility in ensuring all reportable incidents, near misses and hazard spots within their regions are closed out within acceptable time frames.

•    Ensure all TBT’s and safety briefings have been communicated out correctly and understood by all those under their charge.

•    Ensure all colleagues within their remit have the required PPE and safety equipment to conduct their roles.

•    Ensure all relevant training has been provided and the documentation to demonstrate the in date training is on the company systems.

•    Manage and plan the required renewals of any training due to lapse in good time to prevent operational down time.

If you meet the criteria and would like to know more, please send your updated CV and we will be in touch to discuss the role in further detail, thank you