Job description
Purpose of the role:
Supervision of all aspects of the day to day running and maintenance of the property including the immediate supervision of 2 staff members and service partners/contractors; ensuring the required standards are achieved and maintained at all times. To take lead, and management of, facilities, health and safety, and maintenance in all areas, through the implementation of established processes and through the M&E, maintenance and security provision to provide efficient and effective presentation, safety and maintenance support to the development, ensuring all common areas are maintained in accordance with legislation, required standards and operation and maintenance manuals, whilst ensuring all Health and Safety and other compliance requirements are met across the scheme and its' assets.
Key Responsibilities:
- Manage the performance of all site-based staff and their operations and maintaining interrelations with any client or their employees
- Manage contractor site access and permits to work for service provider contracts, proactively ensuring the maintenance of sound working relationships and tight standards of financial and contract management
- Manage and ensure all third-party suppliers are delivering their PPMs
- Ensuring compliance is managed/delivered and a high level of compliance continues to be achieved which will include the managing of all fire and life safety systems
- Manage the defects liability process, ensuring all defects identified are inspected, logged and resolved through the established defects procedures, recording and reporting on progress as required.
- To support/oversee new residents moving into the building and related processes and procedures
- Reactive management of any issues on site within common areas & basement such as leaks, power issues, cleaning, resident queries, etc
- Check daily all areas (internal and external communal areas)
- Ensure all necessary paperwork, either manually or electronically, is completed accurately by the team and in a timely manner, to include work requests, requisitions and legislative or safety documentation.
- Reporting to estate leads and escalation of major incidents and managing reporting for accidents and near misses, including engagement with service providers and emergency services as required
- Managing expenditure in line with agreed annual service charge budgets
- Supporting in the delivery of project works
Property Management & Facilities:
- Ensure that all estate services are managed, in a proactive and compliant manner with a strong customer service focus, which exceeds client and occupant expectations and is ahead of benchmarked estates in terms of the services and value that it offers.
- Manage the successful implementation of business obligations within the Property Management Agreement for the estate, identify and suggest areas for improvement where arising.
- Develop, implement and maintain management systems for all buildings, facilities and any public realm areas
- Ensure compliance with the Property Management Agreement, KPIs and SLA's, industry best practices, Professional Statements and statutory obligations.
- Develop and maintain good relations with stakeholders.
- Encourage frequent and open communication and information flows on relevant building and estate issues
- Instruct reactive repairs and ensure they are completed in a safe and workman like manner and that all relevant paperwork is in place in advance of any works commencing.
- To ensure that all reports, logs, service records, maintenance reports are adequately recorded and that any actions are identified, resolved and records updated.
- To manage the required actions from the Building Safety Act, including managing the fire door checks and remedial for all front doors to homes and the communal areas, and keeping records of all tasks required to comply with this Act.
Health and Safety:
To have responsibility for all Facilities and Environmental policies, procedures and strategies and ensuring they are adhered to throughout all levels of the organisation.
- To work with all departments to ensure compliance across all areas of the business.
- To support the clients on any ESG deliverables for GRESB
- Ensuring that all accidents, near misses and other risks identified, reported and recorded and any actions managed to reduce or mitigate future risks.
- Establish emergency procedures and safe working practices to ensure as far as is reasonably practical, the health and safety of all residents, occupiers visitors, members of the public Estate employees and service providers.
