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Job Summary
Job Title
Facilities Manager (Part-time)
Location
Welbeck St, Marylebone, London W1G 0AY, UK
Closing Date
05 December 2018
JD Part-Time Facilities Manager Oct 2018
View advert
About the Job
About Gerald Eve LLP
Gerald Eve is a firm of international property consultants based in the UK. We operate a national network of nine offices and an international association covering 20 European countries and all major US markets. Whether you are a property owner, investor, occupier or developer, Gerald Eve provides independent, intelligent and relevant advice based on detailed market knowledge and sector understanding.
We provide comprehensive property advice to public and private sector organisations and our clients – including over 40 of the FTSE100 – hold some of the largest property portfolios in the country. Our employees are tasked with providing intelligent and commercial solutions to ensure our clients’ portfolios deliver the maximum return possible.
What sets us apart from our competitors is the way in which we value our people, and the values that are at the core of our business: Trust and Integrity, Respect, Friendliness and Excellence.
The Opportunity
Gerald Eve is recruiting for a self-starting individual to work in the Facilities Management department. You will work for the Head of Facilities Management, alongside the Property and Asset Management (PAM) team. This role will be responsible for all aspects of the day-to-day management and service delivery for a portfolio of properties based in the Midlands and North-West of England. The role involves project management, budget management, contractor management and health, safety and environmental compliance of plant and equipment within a number of properties.
The key focus of the role will be on providing high standards of service delivery to all stakeholders, for example tenants, clients and the PAM team with regards to all aspects of facilities management.
Main responsibilities
General
• Responsible for budget and cost control and an awareness of the property budget and client objectives.
• Responsible for the management of service contracts, the assessment of quotes and fees to ensure best value and deliverability.
• Hold progress monitoring meetings, with the services maintenance contractors/consultants to monitor compliance with the contract scope of works and progress with the planned preventative maintenance activity.
• Supervise the maintenance audit regimes and safe systems of work, and actively manage continuous improvement by the contractor.
Financial
• Prepare, assess and monitor the service budgets, in consultation with the Property & Asset Manager
• Maintain proper records of expenditure and spending commitments
• Check and sign off contractor invoices, making sure works are complete beforehand
• Ensure any communication received for the property is dealt with in a timely and efficient manner
Contractors and Staff
• Supervise the provision of services, having regard to the standards required. This will include regular meetings and inspections with both contractors and consultants.
• Instruct contractors responsible for Planned Preventative Maintenance work, ensuring work is within budget and completed on time
• Seek greater efficiencies and better work practices in order to improve the quality of service delivery to occupiers.
• Negotiate, in consultation with the Property & Asset Manager, with contractors to agree terms of instructions, and then monitor and operate contract documentation in relation to all services at the property
• Monitor and assess the performance of all staff and contractors at the property, and take effective early action to address any shortcomings.
• Ensure all call outs are dealt with efficiency and promptly.
Occupiers
• Maintain good relations with all occupiers, acting as the first point of contact.
• Organise and hold regular occupier meetings at the property, in consultation with the Property & Asset Manager. Assist in management of any occupiers’ proposed work / alterations to their demised area, and assist the PAM surveyor in coordinating and controlling the approval of the proposed works, in liaison with all interested parties, including external contractors and consultants.
• Advise occupiers regarding changes in office configuration, attending meetings to liaise with installers, consultants and architects as necessary.
• Advise the Property Manager of any breach of lease by the occupiers and giving regular reports on the operation of the portfolio.
• Provide any information held on-site of a nature likely to be required in the event of a dispute between Landlord and Tenant and assisting in settling any dispute when required
• Prepare ad hoc reports as required for issue to internal and external parties
Health & Safety (H&S)
• Report on condition of H&S compliance within your building(s).
• Use of the on-line compliance system Riskwise
• Ensure safety, evacuation and disaster recovery plan procedures are in place and up-to-date at all times across your properties.
• Ensure you, and any on site staff, are fully conversant with Gerald Eve, Safety, Health & Environmental (SHE) policies and any operational procedures made under these relevant to their role.
• Ensure that appropriate risk assessments are carried out and managed as specified by policy using Gerald Eve documentation management system.
• Undertake regular checks of contractor site log books and ensure all H&S records are being correctly maintained and are fully up to date and complete at all times.
• If required, to co-operate fully and promptly with any accident investigation.
About you
• Membership of a Professional body (e.g. BIFM / IFMA)
• IOSH / NEBOSH
• Active team player
• Willing and able to manage staff
• Shares expertise and proactively communicates with colleagues and others
• Makes decisions with regards to the management of the building(s) for which they are responsible
• Strong communication skills, both verbal and written
• Good numerical skills including computer literacy (Excel, Word, MS Outlook)
• Ability to work alone or as part of a team
• High level of organisational and administrative skills
• Proven track record in managing staff/contractors
• Able to use initiative and take responsibility
• Ability to work under pressure
• Experience managing multi-site property
• Basic understanding of commercial leases / service charges
• Experience of liaising with clients, tenants, consultants and local authorities
• Knowledge of current H&S legislation
Salary and Benefits
• Salary: competitive based on market, professional experience and qualifications
• Performance related staff profit share scheme
• 26 days’ holiday, plus Bank Holidays and days at Christmas and New Year (pro-rata).
• Pension scheme membership (after initial probationary period)
• Life/Accident insurance
• Private Medical Cover
• Fitness Allowance
• Cycle to work scheme
• Interest Free Season Ticket Loan
• Interest Free Rental Deposit Loan
• Employee assistance programme
• Enhanced maternity pay after two years’ service
Alongside our competitive compensation and benefits package we offer all our staff the ongoing opportunities to learn and develop, through in-house CPD sessions, further education support as well as internal and external training programmes. Gerald Eve encourage pro-bono work and volunteering as well as regular social and sporting activities to engage with all your colleagues.
Your progression will be supported and guided by managers and mentors using a transparent framework so you can clearly see what you need to do to get to where you want to be.
Working hours
The working hours for this position are flexible, based on circa 20 hours per week. This position also involves out of hours working on an ‘as necessary’ basis.
HR contact
Vanessa Briggs
Direct tel. 020 7333 6335 / vbriggs@geraldeve.com
The firm is an equal opportunities employer and applications from persons belonging to minority groups are encouraged.
Gerald Eve is a firm of international property consultants based in the UK. We operate a national network of nine offices and an international association covering 20 European countries and all major US markets. Whether you are a property owner, investor, occupier or developer, Gerald Eve provides independent, intelligent and relevant advice based on detailed market knowledge and sector understanding.
We provide comprehensive property advice to public and private sector organisations and our clients – including over 40 of the FTSE100 – hold some of the largest property portfolios in the country. Our employees are tasked with providing intelligent and commercial solutions to ensure our clients’ portfolios deliver the maximum return possible.
What sets us apart from our competitors is the way in which we value our people, and the values that are at the core of our business: Trust and Integrity, Respect, Friendliness and Excellence.
The Opportunity
Gerald Eve is recruiting for a self-starting individual to work in the Facilities Management department. You will work for the Head of Facilities Management, alongside the Property and Asset Management (PAM) team. This role will be responsible for all aspects of the day-to-day management and service delivery for a portfolio of properties based in the Midlands and North-West of England. The role involves project management, budget management, contractor management and health, safety and environmental compliance of plant and equipment within a number of properties.
The key focus of the role will be on providing high standards of service delivery to all stakeholders, for example tenants, clients and the PAM team with regards to all aspects of facilities management.
Main responsibilities
General
• Responsible for budget and cost control and an awareness of the property budget and client objectives.
• Responsible for the management of service contracts, the assessment of quotes and fees to ensure best value and deliverability.
• Hold progress monitoring meetings, with the services maintenance contractors/consultants to monitor compliance with the contract scope of works and progress with the planned preventative maintenance activity.
• Supervise the maintenance audit regimes and safe systems of work, and actively manage continuous improvement by the contractor.
Financial
• Prepare, assess and monitor the service budgets, in consultation with the Property & Asset Manager
• Maintain proper records of expenditure and spending commitments
• Check and sign off contractor invoices, making sure works are complete beforehand
• Ensure any communication received for the property is dealt with in a timely and efficient manner
Contractors and Staff
• Supervise the provision of services, having regard to the standards required. This will include regular meetings and inspections with both contractors and consultants.
• Instruct contractors responsible for Planned Preventative Maintenance work, ensuring work is within budget and completed on time
• Seek greater efficiencies and better work practices in order to improve the quality of service delivery to occupiers.
• Negotiate, in consultation with the Property & Asset Manager, with contractors to agree terms of instructions, and then monitor and operate contract documentation in relation to all services at the property
• Monitor and assess the performance of all staff and contractors at the property, and take effective early action to address any shortcomings.
• Ensure all call outs are dealt with efficiency and promptly.
Occupiers
• Maintain good relations with all occupiers, acting as the first point of contact.
• Organise and hold regular occupier meetings at the property, in consultation with the Property & Asset Manager. Assist in management of any occupiers’ proposed work / alterations to their demised area, and assist the PAM surveyor in coordinating and controlling the approval of the proposed works, in liaison with all interested parties, including external contractors and consultants.
• Advise occupiers regarding changes in office configuration, attending meetings to liaise with installers, consultants and architects as necessary.
• Advise the Property Manager of any breach of lease by the occupiers and giving regular reports on the operation of the portfolio.
• Provide any information held on-site of a nature likely to be required in the event of a dispute between Landlord and Tenant and assisting in settling any dispute when required
• Prepare ad hoc reports as required for issue to internal and external parties
Health & Safety (H&S)
• Report on condition of H&S compliance within your building(s).
• Use of the on-line compliance system Riskwise
• Ensure safety, evacuation and disaster recovery plan procedures are in place and up-to-date at all times across your properties.
• Ensure you, and any on site staff, are fully conversant with Gerald Eve, Safety, Health & Environmental (SHE) policies and any operational procedures made under these relevant to their role.
• Ensure that appropriate risk assessments are carried out and managed as specified by policy using Gerald Eve documentation management system.
• Undertake regular checks of contractor site log books and ensure all H&S records are being correctly maintained and are fully up to date and complete at all times.
• If required, to co-operate fully and promptly with any accident investigation.
About you
• Membership of a Professional body (e.g. BIFM / IFMA)
• IOSH / NEBOSH
• Active team player
• Willing and able to manage staff
• Shares expertise and proactively communicates with colleagues and others
• Makes decisions with regards to the management of the building(s) for which they are responsible
• Strong communication skills, both verbal and written
• Good numerical skills including computer literacy (Excel, Word, MS Outlook)
• Ability to work alone or as part of a team
• High level of organisational and administrative skills
• Proven track record in managing staff/contractors
• Able to use initiative and take responsibility
• Ability to work under pressure
• Experience managing multi-site property
• Basic understanding of commercial leases / service charges
• Experience of liaising with clients, tenants, consultants and local authorities
• Knowledge of current H&S legislation
Salary and Benefits
• Salary: competitive based on market, professional experience and qualifications
• Performance related staff profit share scheme
• 26 days’ holiday, plus Bank Holidays and days at Christmas and New Year (pro-rata).
• Pension scheme membership (after initial probationary period)
• Life/Accident insurance
• Private Medical Cover
• Fitness Allowance
• Cycle to work scheme
• Interest Free Season Ticket Loan
• Interest Free Rental Deposit Loan
• Employee assistance programme
• Enhanced maternity pay after two years’ service
Alongside our competitive compensation and benefits package we offer all our staff the ongoing opportunities to learn and develop, through in-house CPD sessions, further education support as well as internal and external training programmes. Gerald Eve encourage pro-bono work and volunteering as well as regular social and sporting activities to engage with all your colleagues.
Your progression will be supported and guided by managers and mentors using a transparent framework so you can clearly see what you need to do to get to where you want to be.
Working hours
The working hours for this position are flexible, based on circa 20 hours per week. This position also involves out of hours working on an ‘as necessary’ basis.
HR contact
Vanessa Briggs
Direct tel. 020 7333 6335 / vbriggs@geraldeve.com
The firm is an equal opportunities employer and applications from persons belonging to minority groups are encouraged.
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