Estate Facilities Manager

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Job Purpose
To professionally, and effectively control and manage the services and operations of the estate, develop new innovative procedures to modify the operational aspects of running the building to improve the efficiency and effectiveness.
To ensure compliance is met with all statutory regulations, internal policies and procedures, and best practice with a heavy focus on the consistent delivery of first-class customer service to occupiers. What we need:
A high performing, energetic experienced facilities professional to join our London team to take on responsibility for the Estate.
The candidate should have extensive Managing Agent experience and a proven track record, allowing them to hit the ground running in a fast-paced environment. They must be willing to lead from the front and have a hands-on approach to getting things done. We pride ourselves on providing a brilliant service so time management, the ability to work autonomously and under pressure, self-motivate and prioritise are an absolute must. We are offering a real opportunity to gain experience within a company with a reputation for promoting and growing talent, collaborating with an impressive client base. Key Objectives
Responsible for ensuring compliance with regulations and health, safety, environment, and security standards working closely with the Senior Facilities Manager.
Acting as a visible ambassador and leader of the Ashdown Phillips team on site (including key service partners), driving standards, leading by example, and creating a happy, focussed, expert and connected team.
Acting as a role model for the Dare to be Brilliant mindset, language and behaviours across the Estate thereby establishing a culture with exceptional customer service at its core.
Managing Client and occupier expectations in a clear and consistent manner, having regard to set financial limits.
Agreeing, monitoring, and managing all budgets to ensure costs, quality standards and efficiencies are appropriately balanced to achieve the highest levels of standards and service.
Driving occupier engagement on the Estate and building strong relationships across the Estate to assist in occupier retention and wider asset management goals.
Key Accountabilities
Develop innovative initiatives to support delivery of a market leading building brand.
Responsible for delivering a 5* service to occupiers, by developing trust and confidence by being the first point of contact, building up and maintaining relationships with each individual occupier, communicating and meeting regularly with occupiers, responding to queries efficiently and solving any issues that arise promptly.
Represent the company as a key contact for the client(s), occupiers, service partners and local stakeholder relationships
Ensuring compliance with regulations and health, safety, environment, and security standards.
Function as the primary point of contact for all operational matters, focusing on best-in-class customer service, driving standards, and leading by example
Lead the procurement process, manage, and develop relationships with service partners to ensure compliance with contracts and ensuring optimum service standards at all times.
Function as a role model for Dare to be Brilliant within the property for which the FM is responsible.
Ensure continuous cost-effective provision of agreed Estate management services for the Landlord, as required, and seek opportunities to innovate, improve service levels and drive value for money.
Agreeing, monitoring, and managing all budgets having regard to set financial limits, quality standards and efficiencies are achieved.
Own the forecasting, and then subsequently monitor and control budgets, ensuring costs are properly allocated against the respective property schedule, contained within agreed levels, and corresponding reports provided as required.
Ensure compliance with all statutory and internal obligations applicable to the ongoing occupation, operations, and maintenance (including project work) of the property.
Responsible for all building services and life safety systems are maintained within relevant scheduled frequencies and inspections deadlines.
Identify and collate training and development needs for any direct reports ensure an elevated level of competence and knowledge within the team, as well as their personal development within the company. Focus on service partner management and KPIs, occupier liaison and relationships and building specific policies and procedures.
Ensure that any direct reports fully understand their role(s) and conduct regular operational reviews.
Identify, propose, and develop environmental and sustainability opportunities for implementation of the client's net zero carbon targets and overall reduction in energy consumption, setting objectives and monitoring progress.
Dimensions
Property Outline:
Mixed use scheme comprising of
Best in class office space
Retail
Public Realm and wider local stakeholder engagement
Financial:
Circa £2.5 million Service ChargeSite Based service Partner Managements:
Front of House staff
Security Manager and security team cleaning team
Engineering team
Communication Lines:
Contracts lead across all service provisions, chairing monthly meetings for main services.
Client Landlord - the Landlord's architect, surveyors, consultants, insurance agents & surveyors, and letting agents.
Ashdown Phillips & Partners -Directors/Senior Leadership team, surveyors, consultants, staff, and fellow facilities teams
Health & Safety Consultants - asbestos surveyors & inspectors, Local Authority H & S Officers.
Regional Fire Brigade - Fire Officers.
Occupiers - their consultants, fit out agents and contractors.
Person Specification
These are the minimum key areas of knowledge, skills, and experience.
Initiative-taking and able to work on own initiative without ongoing direct supervision.
Excellent interpersonal and communication skills able to effectively communicate at all levels and operate comfortably as part of a multi skilled team.
A hands-on approach and a do-er
Excellent organisational and time management, able to meet tight deadlines and respond in emergency situations.
Willingness to adopt a flexible approach to working patterns to respond to changing needs.
passion for the property sector and excellent understanding of the occupational requirements of occupiers, as well as current market drivers for Landlord's.
Excellent working knowledge of current statutory legislation and regulations, especially regarding Health, Safety and Environment.
Proven knowledge and experience of managing contractors and service levels (e.g. M & E, security, and cleaning) associated with a retail, office, and residential estate, and within agreed budgets.
Proven experience of managing large, complex flagship buildings
Critical thinking skills to continue to match resources to achieve various service requirements.
Demonstrable knowledge of service charges and budgeting techniques (where possible to the financial dimensions outlined above).
Previous facilities management or management experience in either retail or mixed-use environment.
Good IT skills in particular Microsoft Word and Excel.
Desirable qualifications: IWFM Membership, NEBOSH
IOSH qualification is essential.
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