Venesky-Brown’s client, a public sector organisation in Livingston, is currently looking to recruit a Hard Facilities Management Contract Monitoring Officer for an initial 12 month contract on a rate of £24.16 - £26.52/ hour PAYE. This role will hybrid working, 2 days onsite.
Responsibilities:
- Undertake effective contract monitoring to ensure that the HFM contracts meets service and audit requirements and the performance standards set out in the contract
- Prepare and implement an annual plan of monitoring tasks and undertake liaison and consultation with key stakeholders on all issues in relation to the contracts.
- Monitoring the provision of contracted services, including the availability of facilities, to ensure they conform to service specifications and council requirements; applying the contract payment mechanism and issuing contractual compliance notices as necessary.
- Co-ordinating Property Management Services in the review of the HFM life cycle maintenance programme, planned preventative maintenance and deferred works programmes.
- Co-ordinating Property Management Services in the monitoring of compliance with all applicable Health & Safety, Building and Fire Regulations and insurance requirements.
- Co-ordinating the procurement of all new work; liaising with the Contractor(s), consultants, building contractors and statutory authorities as necessary; ensuring service continuity and value for money.
- Financial control and management of the HFM budget.
- Preparation of reports to Committee on overall contract performance.
- Agreeing any benchmarking or market testing arrangements and outputs as provided for in the contract.
- Review and authorise any reactive maintenance requests over the inclusive threshold
- Attend regular progress/performance meetings with the Hard FM contractor
- Liaising with stakeholders to ensure satisfactory service delivery; monitoring Contractor(s) quality management systems; reviewing surveys/feedback; challenging and supporting the Contractor(s) to improve their service.
- Undertake site inspections to assess the quality of works undertaken.
- Manage additional works quotations/project initiations to be delivered by Hard FM contractor
- Monitor and assist in Financial control and management of HFM budget.
- Review monthly performance report and application for payment from the Hard FM contractors.
- Preparation of reports detailing overall contract performance.
- Liaising with Internal Audit and External Audit, actioning any system improvements as required.
- Delivery of HFM contracts, keeping properties safe, secure, legal and available for use within allocated maintenance budgets.
- Resolve problems with sound technical judgement in a complex environment with minimal guidance and within current policies and legislation.
- Be the initial point of contact for customer enquiries and maintenance requests.
- Update project programme and cost information as part of the organisation’s capital programme monitoring processes.
- Prepare/review specifications and tender documentation for minor works, instruct and monitor contractors working in occupied buildings and liaise directly with occupants in the planning of the works.
- Take appropriate decisions to progress projects, referring to managers where appropriate, to ensure contractors deliver to specification, price and quality. Carry out project reviews and report on contractor performance.
- Plan, organise and prioritise own work to achieve maximum contribution to management plans and targets. Co-ordinate work with that of other staff in the team.
- Ensure all activities required to comply with building and property related legislation are effectively carried out.
- Applying CDM Regulations where required.
- Ensure all records associated with contract documents, test certificates, risk assessments and legislation compliance records are properly managed and accessible when required.
- Contribute to the development of contracts in accordance with Standing Orders and Procurement Policies and Procedures.
Essential Skills:
- Professional qualification at degree level within a building related discipline or educated to degree level in building related discipline and working towards attainment of professional qualification.
- Good communication skills
- Experience of managing/controlling budget.
- Contract administration
- Computer literate, being able to use Microsoft Outlook, Word, Excel and work ordering related systems
- Knowledge of appropriate current legislation for Health & Safety at Work Act, Health & Hygiene (Scotland) Act, COSHH, Asbestos regulations, CDM Regulations, Building Regulations and Water Bylaws
Desirable Skills:
- Relevant additional professional qualifications
- Ability to work independently and as part of a team
- Experience of working with Elected members
- Other appropriate legislation
If you would like to hear more about this opportunity please get in touch.