Mobile Facilities Manager

Responsibilities

General Duties

The Mobile FM reports to the Regional FM lead. The role will include but is not limited to:

• Ensure all services suitable and necessary for the full and effective operation of the properties are in accordance with the provisions of the leases and as agreed with the Management Surveyor.
• Prepare, monitor and reconcile in conjunction with the management surveyor service charge budgets in accordance with the RICS Code of Practice.
• Engage regularly with occupiers keeping them informed of all works and services within the buildings. Keep updated tenant contacts, keyholders and fire safety responsible person lists.
• Deliver an excellent customer service to occupiers and clients.
• Using current REFIM software to record and complete actions, regularly inspect buildings including all common parts as per agreed areas of responsibility.
• Proactively manage fault reporting and Service desk interactions daily.
• Review contractor SLA & KPI results monthly and provide feedback to the Regional FM lead.
• Raise and supervise insurance claims in conjunction with the Management Surveyor.
• Assist site specific reporting as required by Management Surveyors.
• Attend client meetings as required.
• Monitor energy and water consumption and champion the sustainable operation of the properties.
• Establish close co-operation and liaison with all local authority departments, local organisations, businesses and associations as are necessary in connection with the successful operation of the building.
• Participate fully as a member of the wider Avison Young FM team, sharing knowledge and experience and providing information to colleagues and the team.

Contract Management

• Attend regular supplier review meetings and take ownership of the performance of the contracts. Inspect site records, methods statements and contracts on a regular basis. Monitor performance, attendance, cost and value through the SLAs and KPIs. Assist with benchmarking value and the suitability of the contract on a regular basis.

Compliance Health & Safety

• Ensure that all safety records, statutory inspections, reports and documentation pertaining to appointed areas of responsibility are available and fully maintained at the properties. These include:
• Health and Safety Risk Assessment is undertaken annually.
• Asbestos Register and Management plan is produced, and all hazards managed as appropriate.
• Fire Risk Assessment or Audit.
• Legionella Assessment.
• On Site Logbooks
• Fire Safety records
• Water Hygiene records
• Records for specific Permits to Work (PTW)
• Mechanical and Electrical Engineering maintenance records
• Cleaning reports and method statements
• Report any unsafe acts/defects to the Facilities Management immediately.
• Check and witness on a rotational basis the weekly fire alarm test, emergency light test, sprinkler valve stand fire evacuation drills. This includes all other fire precautions.

Environmental

• Review electricity and gas consumption levels, in conjunction with the energy consultant and Avison Young Environmental Policy.
• Undertake a regular audit of the properties. Develop plans for the enhancement of the building, security measures and energy saving initiatives in line with Avison Young Environmental Policy.

Budget Control

• In agreement with senior management teams (SMT) and clients, ensure instructions are issued to external advisers for the provision of ten-year plans for service charge expenditure on both plant and structure.
• Determine priorities for repair, enhancement, and modification of the building services facilities and equipment, as agreed with SMT.
• Approve and monitor service charge expenditure, within authority levels, for all applicable properties.
• Assist in preparing service charge budgets which are to be considered and reviewed by the FM or Senior FM. This must be completed as per the Avison Young budget calendar and at least 14 weeks before the service charge year end. Expenditure is to be monitored throughout the year to ensure that it is kept within budget for the current year.
• Provide assistance/ cover for other client buildings when necessary.
• Undertake such other related duties as directed from time to time.

No job description can fully represent every issue which may arise within the post and the post holder is expected to carry out other duties from time to time that are broadly consistent with those in this job description.

Qualifications

Key Skill Requirements

• Good communication and leadership skills.
• Strong IT skills.
• Be able to demonstrate a strong background in Property and Facilities Management within a mixed-use property portfolio.
• Strong organisational and administration skills.
• Strong interpersonal skills.
• Delivery of an exceptional service experience and managing service partners to do the same.
• Have an interest in the technical aspects of the role, a technical background is not required but an interest and experience in technical projects is desirable.
• Have experience of managing utilities/energy.

Knowledge / Qualification Requirements

• H&S trained to IOSH Managing Safely (desirable but will be provided if not)
• Experience of working as part of a team in a multi-site FM environment.
• Well-developed IT skills.

Equal Opportunities

Avison Young is an equal opportunity employer and is committed to treating all its employees and job applicants equitably.

• Empowers all our employees to thrive.
• Reflects all backgrounds and talents.
• Allows individuals to be successful and feel a sense of belonging.
• Fosters a workplace that is supported, inclusive and has a strong sense of community between colleagues.