About the role                                                                                       

As our Facilities and Property Manager, you will be responsible for the day to day oversight of existing and new properties within the Village. You will ensure that the performance of the maintenance team and a variety of contractors and service providers is monitored. You have a good working knowledge of building and facilities management within a diverse property portfolio, and a good understanding of associated health and safety requirements. The ideal candidate will ensure the efficient operation of all building systems, manage vendor relationships, and implement strategies to optimize facility performance. This role requires strong leadership, organizational, and problem-solving skills to maintain a safe, functional, and aesthetically pleasing environment for employees and visitors.

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Key responsibilities

The key responsibilities of this role will include some or all the following.

Facilities Management

• Management of day-to-day operations including building inspections, repairs and renovations to ensure compliance with safety and regulatory standards.
• Monitoring and overseeing planned maintenance schedules, ensuring all activity takes place in a timely manner, and maintaining the consistency of our professional approach and level of service through producing clear and concise costs for planned maintenance.
• Implementation and development of comprehensive facility management programs, including preventative maintenance and sustainability initiatives.
• Being a competent user of our CAFM system, Planon, to proactively manage tasks and support asset life cycle planning, issue high-risk work permits and update the system in relation to asset management updates where required.
• Management of the third-party incumbent maintenance team contract, including evaluation of facility performance metrics and implementation of continuous improvement strategies to enhance efficiency and productivity.
• Supervision of contractors and vendors, providing guidance and support to maintain high standards of service delivery.
• Collating, analysing and presenting contract management and contract/supplier performance information in a timely manner through providing regular reports to the Director of Operations on areas of improvement.
• Collaborating with cross-functional teams to support facility-related projects where required such as office relocations, expansions, and space planning.
• Undertaking regular site visits and walk-through of site, advising of any maintenance requirements and energy-efficiency opportunities.
• Taking ownership of Service Yards to ensure they are always operating in accordance to high health and safety standards, including housekeeping.
• Managing and coordinating cover for high-footfall days in the Village, highlighting any additional spends to the Director of Operations
• Working closely with the Legal team to manage the maintenance of all furniture within the Mall that is used on all Landlord terraces.

Health and Safety

• Raising any risks to Director of Operations , and ensuring the Village Risk Register is managed and updated regularly, and any near misses / incidents are reported on Planon.
• Being a proactive team member of the H&S committee and ensuring that the offices and maintenance teams are adhering to all aspects of it.
• Preparing for departmental audits and Risk-Based Inspections (RBIs) and ensuring any follow-on actions are responded to and closed out in a timely manner.
• Approving and issuing high-risk work permits, ensuring all relevant compliancy documentation is on file and that Control of Contractor processes are being adhered to.

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Finance

• Overseeing budget planning and cost control measures to optimise resource allocation and minimise unknown overspends.
• Preparing the budget on an annual basis and liaising with Directions of Operations reasoning behind it.

Other

• Maintaining accurate records and documentation related to facility operations, contracts, and maintenance activities, in accordance to IMS, Document Control and Change Control procedures.
• Ensuring maintenance Standards and SOPs are reviewed and updated on an annual basis.
• Fostering and encouraging a culture of safety, environmental responsibility and operational excellence among facility staff and stakeholders.
• Proactive management and support of the support maintenance teams
• Support the shift leader process and over when required
• Weekend cover when required

About You

We are looking for an individual who can display the following experience and skills:

• A qualification of Institute of Workplace and Facilities Management (IWFM) is highly preferrable.
• Prior Facilities Management experience managing either a multi-site estate or large, single site.
• Proven experience in project management, contract management and service delivery.
• Able to demonstrate drive, resilience and flexibility when working in a dynamic and fast-paced environment.
• Excellent time management and the ability to successfully handle a complex workload to tight deadlines, within budget.
• Great attention to detail, with the ability to work both autonomously and as part of a team.
• Exceptional interpersonal skills including strong, proactive communication with peers and stakeholders at all levels.
• Solution oriented with demonstrable experience of managing, leading and developing a team.
• Fluent in English and local Village language, any other European language would be beneficial
• Computer-proficient with Microsoft programs and the ability to learn new computer programs.