Facilities Manager

Day to day management of hard services and critical infrastructure related to the development and in accordance with the framework of systems centrally defined by the Facilities Department. 

Local management and coordination of contractors, consultants and service partners on site in line with the centrally defined contract mechanisms. 

Local management and auditing of infrastructure and building services including fire and security systems, water hygiene, vertical transport, utilities and critical plant via the appointed CAFM system.  

Monitor health, safety & compliance activities across the estate in accordance with the BAML Health and Safety Strategy and using our Meridian compliance system. 

To assist in the mobilisation, delivery and coordination of project works on site. 

To provide facilities-related advice and support to the estate management team. 

To maintain clear reporting to the central Facilities department and Property Director ensuring visibility of local infrastructure status and immediately escalate issues for further support as required. 

Lead on the local maintenance of the building infrastructure including structure, building envelope, internal fabric and mechanical & electrical services in accordance with the framework defined by the Facilities department. 

Maintain the required inspection, auditing, record keeping and document control activities associated with the above. 

To function as the point of contact for locally delivered FM activities including action of recommendations arising from fire risk assessments, water hygiene risk assessments, health & safety audits and other external inspections.  

Provide advice, support, monitoring and instruction for the estate management team members in their discharge of facilities-related activities including, but not limited to, fire alarm testing, fire door inspections operation of M&E systems (CCTV, BMS, access control etc), communication with customers, contractor callouts, compilation of SOPs and shift handovers. 

Ensure local arrangements and critical spares are in place to deal with unplanned interruptions to essential building services. 

Ensure the swift identification and rectification of day-to-day maintenance activities including re-lamping of light fittings and minor repairs. 

Ensure that insurance claims are appropriately addressed, rectified and tracked in accordance with the procedures in place with the underwriters and loss adjusters. 

Follow up on out-of-hours reports to ensure that actions are closed out appropriately.  

Provide regular reports to the Portfolio Facilities Manager and PD related to the status the local facilities and any associated risks. 

To promptly escalate matters to the central Facilities department for advice, support and instruction as required.  

To lead on the local management of contractors and service partners operating on the development and ensure that they receive the support and information required to discharge their duties.  

Provide formal feedback on each contractor to the Contract and Compliance Manager including service level agreements and key performance indicators on a monthly basis via our CAFM system. 

Review and audit documentation relating to contract works discharged including engineers’ reports, certification and O&M Manuals as applicable. Ensure that documentation is available to demonstrate statutory and contract compliance.  

Attend regular reactive works meetings with resident contractors / Site Supervisor as required to review ongoing and planned works.  

Assist in the review of dilapidation reports and quoted works. 

To implement and control procedures for safe systems of work including a Permit to Work system, lone working procedure, access to restricted areas etc. 

Reporting to the central FM department on all KPI/SLA status and performance monthly.  

Monitor health, safety & compliance activities across the development in accordance with the BAML Health and Safety Strategy and associated procedures.  

Contribute to the continuous improvement of H&S management systems and compliance standards across the estate. 

consult with estate management staff and H&S department on H&S matters. 

Ensure the Accident, Incident and Near Miss Reporting Procedure is followed locally and lead on the initial, first-stage investigation of incidents as required.  

Review and maintain up-to-date Standard Operating Procedures relative to facilities management activities on site, using standardised templates 

Proactively review competency levels and training requirements of estate management teams.  

Consult with regulatory authorities as required including HSE, local authorities, Environment Agency and LFB with the support of the H&S team. 

Implement local procedures for the management of significant risks including those related to fire, asbestos, water hygiene and pool plant. 

Conduct regular inspections and H&S audits across the estate and action findings accordingly.  

Assist in the organisation and coordination of fire evacuation drills and testing of emergency procedures.  

Carry out regular readings of utility meters and provide data to the Sustainability department for central tracking and analysis. 

Maintain accurate local schedules related to supplies, meters and points of isolation. 

Contribute to initiatives relating to energy efficiency and sustainability.  

Be familiar with the operation of the on-site BMS system and feedback data to the Facilities department as required. 

System review of all energy data platforms to aid in any optimisation & recommendations.  

Support and assist in the delivery of minor project works throughout the estate including refurbishments and building improvements and support with Capex projects. 

Provide input on data collection exercises feeding into project specification including local finishes and condition of building elements. 

Review O&M and handover documentation related to the above ensuring that day-to-day estate operations are adapted as required. 

Updating the Capex Plan following the completion of major works and or asset related works. 

Ensure that the resort is managed from a day-to-day basis in order to maintain fire safety in accordance with the FRM system. 

Ensure that planned FRM activities for the resort are carried out 

Ensure that actions arising from fire risk audits of the resort are closed  

Examples of daily tasks 

Check that common corridors, stair cores and firefighting lobbies are maintained in a sterile state and that these are not obstructed, and combustible materials are not left in these areas. 

Check that any fire doors, smoke vent, alarm and firefighting systems which become damaged are rectified 

Check all Life Safety systems are active at all times and if not enact mitigating processes 

Maintain the Premises Information Box  

Maintain FRM records and Golden Thread records  

Update actions within the FRM system daily  

Manage MEP contracts and general maintenance expenditure in line with the budget provision. Assisting the Property Director where required to identify trends with the aim of reducing expenditure where possible. 

Understanding the service charge budget and cost allocations to approve purchase orders. 

Reviewing facility-related quotes and approving purchase orders on Propman. 

Provide regular reports to the Facilities department and senior management team as required. 

Monitoring any and all of the business software platforms such as engineering, water quality, PPM, CAFM, H&S, Design/O&M and Pool Plant.  

Consult with Property Directors and Estate Management teams on FM functions ensuring that good lines of communication are maintained. 

Keep up to date with new legislation and industry best practice relating to facilities management. 

Seek to identify areas where customer service can be improved, liaising with other departments to ensure service standards are met every time. 

Actively participate in facilities management meetings and training/development exercises.  

Assist with the management and cost tracking of the service charge budget on all things FM relating to the development.  

Educated or experienced to NVQ level 6 in Facilities Management, Building Services, Estate Management or a related discipline. 

To hold membership of a relevant professional body including BIFM, CIBSE, RICS or IOSH. 

Must hold a NEBOSH or IOSH accredited qualification in Health & Safety. 

To have an engineering background with a sound understanding of M&E, Critical infrastructure, contract management and PPM’s. 

Detailed experience in the use of CAFM and compliance software. 

Experience working in facilities or estate management for a minimum of 10 years. 

Solid experience in the management of external suppliers, contactors and consultants covering a range of services. (Primarily hard services) 

Experience of the management and coordination of health safety. 

Familiarity with facilities documentation including O&M manuals, drawings, engineer reports, compliance certificates and PPM planners. 

Experience working in a project environment and the handover of new schemes. 

Be polite and courteous at all times to colleagues and clients 

Communicate verbally in a clear, concise and business-like manner. 

Make sure all written communication is presented in a professional manner ensuring grammar, spelling and format is appropriate for the recipient and purpose. 

Ensure problems that arise are dealt with and solutions found to ensure delivery to clients. 

Demonstrate ability to make decisions both independently and collectively, having first evaluated all options.  Support decisions with factual information. 

Assess own performance and attributes, actively seeking support to meet development needs and demonstrate an awareness of impact on others. 

Ability to manage change.