Asset Value:
To maintain an awareness of and report to the Line Manager all operational issues that may impact on the value of the
properties
Budgets:
Be responsible for drafting the service charge budgets relating to the properties under management, relating to all services
included but not limited to external grounds maintenance, external cleaning, pump maintenance, CCTV & access control, security
services, drainage, fabric and H&S works etc.
Undertake regular monitoring of the budget provisions and capture variance reporting on current and planned expenditure to
ensure monies are used effectively and carefully, delivering end of year on budget
Raise purchase orders for works and authorise invoices for payment
Work with internal and external parties to develop a minor & major works strategy plan for future works.
Draft minor works specifications and seek comparison costs, analysing those estimates for best value maintaining a cost effective solution
Contractor Management
Meet with key contract managers to drive performance across hard and soft service lines including the review of minutes, action
plans and KPIs
To monitor and report on the performance of service contractors and take such action as is appropriate
Ensure all suppliers adhere to policies and procedures, conversant with risk and have updated and effective assignment
instructions or maintenance plans
Obtain and analyse compliance and performance reports from all suppliers including environmental reporting in line with the
company’s ESG strategy and wider ISO14001 requirements
Property Maintenance
Identify key areas where maintenance planning is required, engage and liaise with 3rd party consultants and suppliers to
prepare a planned preventative maintenance schedule
To compile and maintain all plans and drawings for the portfolio of properties
To assist and ensure that all plant and equipment (including fire equipment) are tested and maintained in accordance with the
manufacturer’s specifications; to keep records of testing and all relevant certificates
Regular inspections of all parts of the building, both common and tenant’s demise on occasion
Responsibility for energy and water management, reducing utilities consumption and increasing water efficiency, improving and
monitoring waste minimisation and recycling
To procure, instruct and manage minor works as required
In accordance with the property strategy, work with the asset management team to develop a unit hand-back specification of
works, procure and project manage as appropriate to ensure swift letting turn-around
Tenant Liaison
To create and maintain good relationships with tenants
To compile and maintain accurate tenant contact information
Build positive relationships with all tenant contacts and hold regular interaction meetings to ensure a high level of customer care
Assist with the compilation and issue of occupier satisfaction studies
Health, Safety and Risk Management
To organise and co-ordinate site work with the minimum risk to health and safety and to comply with legislation, codes of
practice, policies and procedures
Be conversant with the requirements of the Health and Safety at Work Act 1974 and associated legislation including water
hygiene, asbestos and working at height
To manage all Health and Safety matters in the building as required, utilising the company H&S system and other
record/management system(s), ensuring full compliance
To ensure that maintenance and building work on site is limited to trained, authorised employees, approved and competent
contractors
To assist and ensure that the necessary permissions, insurances, method statements and risk assessments are in place before
actual work commences and that these are adhered to
Controlling statutory compliance, legislative compliance and best practice
To ensure that works designated as high risk are controlled by an effective permit to work system
In the event of an accident or dangerous occurrence assist and ensure that temporary measures are taken to make the area safe,
then ascertain the circumstances of the incident and report to the Head of FM and Enforcing Authority where appropriate
Ensure recording of all accidents, incidents and dangerous occurrences and complete reports in accordance with the company’s
policy
To co-operate with the visits made by consultants and auditors appointed
Reporting
To provide regular reports to the line manager on all aspects of portfolio performance, existing risks and viable, robust solutions.
To ensure the collection of accurate and relevant data relating to performance of contractors and provision of analysis as and when required.
Provision of regular business case proposals for any CAPEX works or service chargeable projects.
