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Purpose of the Role
To assist the Senior Regional Facilities Manager & Management Surveyor in the delivery of high quality management service, for the benefit of Savills clients’ and tenants’. The Regional Facilities Manager is to take a lead role in the operational management of Savills property’s, leaving the management surveyor free to focus on strategic issues, asset and client management opportunities.
Key Responsibilities
- Compliance
- Ensure that Operation Reporting Systems are up to date and complete at all times.
- Ensure compliance with all legal and statutory requirements, including Health and Safety, NEBOSH or IOSH qualifications or commitment to the same is essential.
- Prepare each site for risk assessment, maintaining a target compliance rating of 95%.
- Ensuring that a full set of risk assessments is held at each property and on the Compliance Systems and actions plans are implemented, diligently and competently at all times. In the event that the Management Surveyor is preventing a risk assessment from being implemented, this needs to be reported to the Client Relationship Manager (“CRM”).
- Ensure all required checklists are completed and uploaded on to the relevant Compliance System, within the appropriate time scales.
- Record utility consumption, at all sites and update relevant Compliance Systems accordingly.
- Tenant Relationships
- Visit each tenant as often as the Management Surveyor / contract requires and report any issues to the appointed Management Surveyor.
- Develop a close working relationship with tenant representatives and manage tenant satisfaction and confidence, in Savills service delivery. Ensure that all tenants have relevant contact details for the Regional Facilities Manager and Management Surveyor.
- Monitor tenant alterations and advise the Management Surveyor of any works noted, to be ongoing on site, of which the Regional Facilities Manager has not been made aware.
- Advise the Management Surveyor of any changes in tenants occupational status i.e. vacation of space, new occupiers moving in, potential name changes etc.
- Operational
- Inspect all properties on frequency specified by the Management Surveyor, multi lets should be visited at least once a month, although site conditions will often dictate a higher frequency and this should be considered as a minimum attendance level.
- Ensure that high site standards, in respect of cleaning, repair and presentation are achieved and maintained at all times, within property budgets.
- In the event of emergency situations, to act as first point of contact for Savills Helpdesk, attend the property as soon as is possible and report back to relevant personnel, whilst co-coordinating third party stakeholders, to reach a speedy resolution.
- Working with the OST team, evaluate existing contractual relationships and ensure that the service provided by contractors, is in line with the agreed specification. Ensure that any shortcomings in service delivery are dealt with swiftly and reported back to the Management Surveyor and OST team.
- Prepare and implement contingency plans, to ensure adequate and suitable site attendance, including cover for holidays, training and sickness.
- Delegate jobs to appropriate contractors and ensure that SLA’s are met.
- Issuing of PO’s on Proactis.
- Financial
- Complete a 1st draft of the service charge budget with explanatory notes detailing your recommendations and financial requests, to ensure the Management Surveyor is aware of all operational needs for each managed property.
- Act as first approver for 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.
- Assist the Management Surveyor in reviewing the 1st draft on the service charge reconciliation.
- Ensure that the Management Surveyor is kept fully informed, as to site issues at all times and to assist with the certifying of expenditure invoices if required.
- Staff
- To act as a line manager for identified site management staff within their region carrying out appraisals, managing staff day to day and addressing performance issues both good and bad.
- 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.
- To carry out annual Performance Development Reviews (“PDR’s”) for all SMR staff under your leadership within the time scales given and ensure that 6 monthly reviews are completed.
- Additional Duties
- Production and co-ordination of information, in line with Savills and client requirements.
- Manage and liaise with all management, technical and administration staff, on strategic and operation/service delivery issues.
- Establish and implement best practice, whilst ensuring safe working practices, are complied with at all times, in line with Savills policies.
- Ensure appropriate, clear communication lines are established and maintained with all relevant parties, to include Management Surveyor, accounts team, tenants, suppliers and clients.
- Attendance at internal training courses are compulsory, as is the self identification of training needs.
- Take responsibility for new sites, as requested and efficiently handover sold/lost site to incoming agents.
The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation and the overall business objectives of the organisation.
Skills, Knowledge and Experience
- Driving License
- People management skills and the ability to communicate at all levels
- Industry Experience
- Commercially aware and have a knowledge of budget preparation
- Experience of managing contracts
- IT Literate – must be able to use Microsoft Office systems and be able to quickly become familiar with various operating systems which Savills use
- Preferably hold NEBOSH or IOSH Qualification
Working Hours - 9am – 5.30pm
Salary - Competitive, plus car allowance and discretionary bonus scheme
Please see our Benefits Booklet for more information.
