Facilities Manager - Commercial - Finsbury Circus House, London Safety+ 15 Finsbury Circus

Purpose of the Role

Savills Safety+ Facilities Management is seeking an experienced Facilities Manager to deliver facilities management to our existing and future instructions in London. The FM is responsible for the provision of hard & soft facilities management, statutory Health & Safety compliance and environmental compliance to our occupiers and visitors.

The Safety+ Facilities Management network is crucial to the effective delivery of Property Management and is involved in managing a national portfolio of retail parks, offices, industrial estates and residential schemes. We deliver excellent customer service and ensure exacting standards of presentation and maintenance is delivered on each property we look after. We manage the safety, compliance, and operation of the property, developing positive occupier relationships; working with Management Surveyors to deliver high-quality property management for the benefit of Savills clients and occupiers.

Team structure

The role will report to the Facilities Manager leading on the Oxford Street portfolio. There are no line management responsibilities associated with this position. The individual will work closely with the wider Savills Property Management team, including Operations Support, Management Surveyors, Supply Chain, Mobilisation, and other service lines within the division.

Key Responsibilities Compliance

• Ensure compliance with all statutory and legal requirements
• Always ensure the full set of risk assessments is held at each property and on Datastation, and action plans are implemented, diligently and competently
• Maintain a compliance rating of 95%
• Complete monthly audits for each site and upload to the system by target date, 25th of each month

Operations

• Ensure high standards of cleaning, repair and presentation are achieved and maintained within property budgets
• Visit occupiers monthly or quarterly dependent on occupier numbers/as per PMA and update Savills Occupier+
• Develop a close working relationship with occupiers and manage service satisfaction and confidence in Savills
• In the event of an emergency attend site and report in line with incident process
• Review service partner performance and deal with shortcomings in partnership with Service Partner+
• Prepare and implement contingency plans to ensure adequate and suitable site attendance
• Establish and implement best practice, ensuring safe working practices are always complied with
• Oversee the planned and preventative maintenance programme, developing an appropriate strategy for the property
• Where required, conduct and record vacant property inspections in line with insurance requirements and Savills policy
• Efficient and thorough handover of existing sites between FMs as and when required
• It is expected that the majority of your week will be mobile and onsite visits, the balance should be minimum 60% of your week on proactive, planned and reactive site visits.

Occupier relationships

• Monitor tenant activity including vacation of tenants, tenant alterations, signage changes and advise Management Surveyor

ESG and D&I

• Make decisions and recommendations aligned to the Savills Green Charter
• Make decisions and recommendations aligned to Savills D&I policies
• Record utility consumption and report as required
• Set and implement an appropriate environmental strategy including waste and energy management

Finance

• Prepare the first draft of the Service Charge budget for Management Surveyor 4 months in advance of year end
• Monitor Service Charge expenditure and ensure all Contract and Purchase orders are raised and managed as per process and policy
• Assist with quarterly variance reporting, forecasting and reconciliations.

People

• Attendance and team and occupier meetings as required

Relationships

• Management surveyors
• Safety+
• Savills consultants and support teams
• Occupiers
• Service partners
• Mobilisation
• Workforce+

Skills, Knowledge and Experience

• IOSH and/or NEBOSH
• Experienced in preparing Service Charge budgets and managing expenditure across several sites
• Excellent organisation and time management
• Self-motivated and excellent interpersonal skills

Must haves

• IOSH (NEBOSH desirable)
• Fully IT literate
• Attendance at internal training courses is compulsory, as is the self- identification of training needs

Working Hours - 0900 - 1730 (37.5 hours)

Please see our Benefits Booklet for more information.