Assistant Facilities Manager

Assistant Facilities Manager

Role Purpose

Assistant Facilities Manager

This role is a partnership role with our Client MEPC and based on the client premises in Oxfordshire alongside the wider CBRE site team. Milton Park is a large business and science community in southern Oxfordshire. Acquired by MEPC in the mid 1980’s, it currently comprises 3 million sq ft of space let to 250 companies employing around 9,000 people. Its 2040 Vision masterplan sets out the potential for this to increase to 20,000 jobs over the next 20 years or so underpinned by the region’s fast-growing knowledge economy.

Working closely with MEPC as client, CBRE have been appointed managing agent since 2015 and are now looking to appoint an Assistant Facilities Manager working alongside the site-based client and facilities management team, the Assistant Facilities Manager will be a key appointment in the management of service charges, building compliance, contractor management and occupier queries.

Assistant Facilities Manager

Key Responsibilities

• To develop and maintain a positive image of the Estate and individual managed buildings.
• To be responsible for drafting, control and reporting of service charge budgets and expenditure for the buildings.
• To monitor all activities relating to the buildings, reporting and taking action as appropriate.
• Manage utilities process across allocated buildings, including all tenant/landlord recharges, invoice processing and coding.
• Ensure monthly meter readings are completed for all manual meters across the estate.
• Manage utility transitions in and out, including new supplies.
• Regular H&S inspections (monthly) of the building.
• To work in conjunction with key maintenance contractors to ensure PPM plans and schedules are in place.
• To liaise with tenants and deal with any operational queries they might have.
• To be responsible for Health and Safety compliance of the buildings and the maintenance of records.
• To be responsible for Environmental management on site, in compliance with policy and procedure.
• To organise fire and other safety evacuations and produce an emergency plan, including fire door inspections, smoke vents, dampers and extinguishers.
• To proactively manage risk and deal with insurance issues on site.
• To ensure the property achieves the KPIs set by the client, in conjunction with key stakeholders.
• To manage major work programmes on site, acting as the liaison point for all parties involved.
• Ensure procurement is carried out in line with company policy.
• Any other duties as directed by your Line Manager.

Assistant Facilities Manager

Person Specification/Requirements

• Understand how the industry, how stakeholders function and the range of services available to clients.
• Formal H&S qualification – IOSH or NEBOSH
• Relevant experience working in an FM environment
• Constantly updating knowledge of legislation relating to property management.
• Develop an understanding of how to build and maintain client relationships.
• Develop an understanding of how to build and maintain tenant/customer relationships.
• Understanding of key issues to be noted on property inspections.
• Understand and use industry/specific IT applications.
• Understand the principles of service charges.
• Be able to specify services and select service providers.
• Understand how property is constructed and how M&E plant works.
• Know and be able to apply legislation and policies relating to Health and Safety.
• Know and be able to apply legislation and policies relating to Environmental protection.

Assistant Facilities Manager

• Understand insurance relating to buildings and the FSA regulations.
• Understand and apply all procedures relating to work activities.
• Contributes to team strategy.
• Able to plan and manage own workload.
• Able to work as part of a team, supporting colleagues.
• Able to use IT software such as Word, Excel, and databases.
• Be able to communicate effectively verbally and in writing.