Overview
The Facilities Manager role has management and overall responsibility for the client property, in line with Health and Safety, environmental, company procedures, related legislation and client/tenant requirements. This includes ensuring adherence to budgetary costs and customer service standards.
Responsibilities
* Customer – Develop and maintain excellent client relationships, ensuring the highest standards of service for operational needs and participate in client meetings as applicable.
* Prepare, control and monitor the service agreement in accordance with the client’s budget.
* Regularly monitor key performance indicators and take remedial action to maintain and improve standards across the full range of buildings.
* Manage major on-site work programmes, acting as liaison for all parties involved.
* Produce management reports in line with business needs.
* Liaise with the building manager and procurement to ensure external contracts are compiled and procurement is carried out per Company policy.
* Monitor facilities management works on site and liaise with service providers/sub-contractors.
* Ensure a work order exists for all jobs completed by the site team prior to work commencing.
* Attend daily/weekly/monthly meetings as agreed/requested.
* Manage day-to-day customer relationships with the site team (Senior Technicians & Area Manager).
* Communicate any requests or changes to site scope & services to the Contract Manager.
* Assist in preparing quotes for additional subcontractor works and upload quotes for Client approval.
* Organise approved additional works with subcontractors up to £30k (greater than £30k classified as a project).
* Identify opportunities for continuous improvement and inform Contract Manager/client.
* Ensure the fabric of the building, internally and externally, is maintained and serviced to a high standard in accordance with the contract and budgets.
* Support with solutions to issues that arise and participate in ad-hoc activities as needed.
QHSE & Compliance
* Be responsible for all health and safety compliance on site, including third-party service providers and maintenance records; ensure log books are updated and monitored per Health and Safety requirements.
* Compile and maintain management information/records relating to company health and safety and related areas (asset register, emergency plans, and related management reports).
* Ensure fire and other evacuations are carried out regularly, with the emergency plan and site maps updated.
* Liaise with local authorities as appropriate.
* Proactively manage risk and address insurance issues on site.
* Collaborate with on-site planner for planning/scheduling input, including work order allocation to the delivery team.
* Manage work order completion via client systems.
* Manage use of Avetta for employee and work order compliance.
* Ensure site team follow QHSE procedures, including PPE provision, use and inspection.
* Ensure OP61 (Client Review) & OP63 (Contractor Checklist) are completed monthly.
* Ensure dynamic risk assessments are completed for jobs not covered by CBRE site risk assessments.
* Escalate if asked to work outside the agreed site scope.
* Lead toolbox talks (monthly) with team sign-off uploaded to eLogbooks.
* Provide safety spotlights and ensure team completion.
* Hazard reporting – ensure each team submits 1 per week with timesheet.
* QHSE & AGM audits – actions completed within timeframes.
* Incident and accident reporting, including follow-up Root Cause Analysis/Learning from Experience to support knowledge sharing.
People
* Manage site team to ensure appropriate cover; escalate as needed (including Engineer holidays, sickness, parental leave, etc.).
* Obtain customer approval for Engineer & FC overtime and ensure charging back (e.g., late stays, shutdown support, extra works).
* Authorize Engineer timesheets and ensure submission to helpdesk by 09:00 Monday, including hazards.
* Be the first point of contact for Engineer pay issues; coach Engineers to check timesheets before contacting helpdesk.
* Conduct monthly 1:1s with the team; manage non-performance, recognise success, and share best practices.
* Ensure all Engineer induction and ongoing QHSE & functional training is up to date with CBRE training matrix; assign training in Talent Coach and ensure completion.
* Log innovations and improvements.
* Recruitment – support Contract Manager with recruitment processes.
* Induction: Customer Site and CBRE inductions, including completion of induction checklist for both permanent and agency staff.
* Attend CBRE Contract Manager, FM & all-hands meetings/calls.
Subcontractors
* Oversee third-party contracts to ensure the required standard of service per the contract.
* Manage use of Avetta for supplier compliance, work orders and workers.
* Request RAMS from subcontractors two weeks before due visit date and submit for approval at least 48 hours before service visit.
* Notify subcontractors of planned visit dates in line with CBRE OP18 and Contract Manager agreement.
* Ensure all passes are approved on client Right Crowd and full site induction is completed before work commences, including possible yard access.
* Ensure subcontractor logbooks are compliant with CBRE/Client procedures and demonstrate this at logbook audits.
* Review subcontractor worksheets and escalate issues to Contract Manager.
* Liaise with subcontractors on reported defects.
* Monitor subcontractors per client/CBRE procedures (OP63).
The above is a guideline to the role and is not intended to be fully inclusive or exclusive of duties.
1. Reporting to Contract Manager
2. Accountable day-to-day to relevant client contacts
3. Responsibility to ensure Site Compliance and QHSE procedures adhered to
4. Line management responsibility for site team
5. Line management responsibility for all relevant subcontractors
Qualifications
* Formal relevant C&G or equivalent qualification.
* Previous supervisory experience within a client environment, including line management of company personnel and contractors and management of service agreements as applicable.
* Excellent customer service, interpersonal and communication skills.
* IT literate with understanding/experience of industry-specific IT applications.
* High knowledge of Health and Safety legislation and environmental protection requirements; ideally IOSH or NEBOSH qualified.
* Analytical skills, ability to work in a team and on own initiative; able to perform well under pressure with strong organizational and planning skills.
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