Senior Occupier Facilities Manager Associate - Finsbury Circus House

Purpose of the Role

The Senior Occupier Facilities Manager (SOFM) will manage a team of Facilities Managers and act as the Client Relationship Manager for key client instructions. The SOFM will ensure operational excellence, compliance with legal and statutory requirements, and uphold high service standards across all managed properties. This role includes oversight of health and safety, risk management, budget control, and service delivery while fostering team development and leading business development initiatives.

Key Responsibilities

Team Management and Leadership

• Manage and mentor a team of Occupier Facilities Managers (OFMs), and FM Apprentices, ensuring their development, performance, and progression through regular reviews and training plans.
• Act as a mentor to FM Apprentices, ensuring that their development and progression are managed effectively to foster career growth.
• Oversee all site personnel within the allocated portfolio, addressing performance, conduct, and workload issues, and conducting annual appraisals and six-monthly reviews in line with Savills policies.

Client Relationship Management (CRM)

• Act as the primary Client Relationship Manager for key client instructions, ensuring the highest standards of service delivery.
• Visit each client on a quarterly basis, or as often as the management contract dictates, to review performance, resolve issues, and maintain strong client relationships.
• Promote Savills Occupier service line, identifying business development opportunities and leading pitches for new client contracts.
• Lead the mobilisation and demobilisation of properties within your portfolio, ensuring smooth transitions for clients.

Health & Safety and Compliance

• Ensure compliance with all legal, statutory, and Health and Safety requirements, maintaining up-to-date records in Datastation and the Operation Reporting System (“Compass”).
• Hold a NEBOSH or IOSH qualification (or commitment to obtain one), ensuring the same level of competence across the FM team.
• Prepare sites for risk assessments and maintain a minimum compliance rating of 85%.
• Ensure all risk assessments are maintained at each property and on Datastation, and that action plans are diligently implemented.
• Ensure quarterly Health & Safety checklists are completed and uploaded to Datastation within the required timescales.

Operational Excellence

• Ensure high site standards in terms of cleaning, repair, and presentation across all managed properties, maintaining these standards within property budgets.
• Inspect all properties at the frequency specified by the Facilities Management Agreement (FMA) and ensure all inspections are logged and completed on time.
• Monitor and manage utility consumption at all sites, updating Compass accordingly.

Budget Management

• Assist in the preparation of the annual service charge budget by drafting proposals with detailed explanatory notes to ensure the CRM understands the operational needs of each property.
• Approve all expenditure invoices as the first approver, track budget spend throughout the service charge year, and promptly notify the management surveyor of any budget deviations.
• Own and oversee the service charge reconciliation process to ensure accuracy and completeness.
• Monitor client expenditure and ensure timely approval of invoices via Proactis/Elogbooks.

Contractor Management

• Evaluate and oversee contractual relationships with contractors, ensuring service delivery aligns with agreed specifications.
• Address and resolve any shortcomings in service delivery promptly, and escalate issues to senior management as necessary.
• Ensure contingency plans are in place for adequate site attendance, including cover for holidays, sickness, and training.

Crisis Management and Emergency Response

• Act as the first point of contact for emergency situations, coordinating with Savills Helpdesk and third-party stakeholders to ensure rapid response and resolution.
• Report back to relevant personnel during emergencies, ensuring effective communication and management.

Reporting and Documentation

• Ensure the Operation Reporting System (Compass) and Datastation Health & Safety systems are up-to-date and complete at all times.
• Produce and coordinate information and reports in line with Savills and client requirements

Skills, Knowledge and Experience

Essential

• Proven track record with 5+ years of experience managing facilities across a diverse portfolio, including multi-site operations and large-scale commercial properties.
• Demonstrated ability to build, develop, and maintain strong, long-term relationships with key clients, ensuring their needs are met and high levels of customer satisfaction are achieved.
• Experienced in leading and mentoring teams, with a focus on developing talent, enhancing skills, and fostering a collaborative and productive work environment.
• Highly self-driven individual with exceptional interpersonal skills, able to engage with stakeholders at all levels and influence outcomes through effective communication.
• Proven ability to manage multiple tasks and projects simultaneously, prioritising work to meet deadlines while maintaining flexibility in a dynamic, fast-paced environment.
• Skilled in managing a large portfolio of projects and properties, coordinating with a broad range of clients, suppliers, and property owners to ensure service excellence.
• Extensive experience and expertise in delivering high standards of property management, including maintenance, compliance, and service delivery within budgetary constraints.
• Comprehensive knowledge and experience in preparing, managing, and reconciling service charge budgets, ensuring compliance with financial targets, deadlines, and cost control measures.
• NEBOSH certification is essential, demonstrating a strong commitment to maintaining safe, compliant work environments and adhering to legal and statutory requirements.
• Strong background in facilities management within a comparable setting, with a solid understanding of operational best practices and industry standards.

Working Hours - 09:00-17:30

Please see our Benefits Booklet for more information.