ROLE OVERVIEW
The role supports Property and Regional Pod Managers in efficiently managing a diverse property portfolio. Responsibilities include upholding the company's standards, collaborating with Property Managers, ensuring compliance with Health and Safety regulations, and overseeing on-site personnel. The role encompasses both local and company-wide objectives.
KEY RESPONSIBILITIES
At all times to follow the procedures set out in the Company's Finance & Property Process Document, including but not restricted to the following duties:
IMPLEMENTATION OF BEST PRACTICES:
* Implement and oversee best practices in Health & Safety/statutory compliance, accounting, information/communications, procurement, operations, customer focus, and human resources within managed properties.
* Ensure company policies and procedures, standard systems, documents, and templates are consistently applied.
* Maintain high standards of service delivery, measure performance, and enhance reporting to clients.
ADVISORY ROLE:
* Provide ad hoc advice and guidance on facilities management instructions within the portfolio.
PROPERTY INSPECTION AND REPORTING:
* Formally inspect fully managed properties monthly, ensuring adherence to insurance requirements and "good estate management" practices.
* Maintain detailed and quality-checked inspection reports for the Property Manager's use.
LOCUM/BUDDY SUPPORT:
* Provide locum or 'Buddy' services in the absence of other Facilities Managers, ensuring continuity in coordination with company Facilities Managers and the Helpdesk.
POLICY IMPLEMENTATION AND TEAM DEVELOPMENT:
* Assist in implementing and overseeing policies and procedures, ensuring integration with the wider property team.
* Develop and mentor Facilities Management and on-site Property team personnel, identifying and addressing training needs.
Financial Management and Compliance:
* Maintain the Company's Health & Safety system ensuring risk assessments and statutory inspections and reports are in place with follow up recommendations actioned.
* Proactively manage the accounts system, ensuring the placement of purchase orders and adherence to Service Charge Budgets.
* Implement and follow company Quality Assurance, meeting job specification requirements and statutory standards.
OTHER DUTIES
* Such other duties or functions that may be required by the Company from time to time.
Requirements
* Preferably MIOSH qualified
* Minimum 3 years in a similar Facilities role
* Preferably from a Health & Safety/Property Management Consultancy background.
* Member of Institute of Workplace and Facilities Management (MIWFM) or higher
* Single or multi-Site Building Management experience
* Strong customer service focus with a professional and confident approach when dealing with clients and tenants.
* Solid understanding of facilities management, including health & safety, administration, building fabric, M&E services, finance, and disaster management.
* Excellent IT skills, particularly in Microsoft 365 (Excel, Word, PowerPoint) and financial databases; experience with AutoCAD or CAFM systems is an advantage.
* Highly organised, with the ability to manage people, budgets, contracts, and technical building matters efficiently.
* Strong analytical, numerical, and problem-solving skills, with great attention to detail and accuracy.
* Effective communicator who collaborates well within a team, contributes ideas confidently, and can work independently when required.
* Committed to continuous learning and self-development.
Benefits
* Holidays – 25 days per year plus 10 bank holidays and local public holidays in Scotland
* Private Medical Insurance
* Health Cash Plan
* Pension
* Death in Service
* Employee Assistance Programme
* Cycle to Work Scheme