Job Title – Facilities Operations Manager
Site Names and Locations – The Quadrant Shopping Centre & Parc Tawe Retail Park, Swansea
Working Hours – 40 Hours per week. Due to the nature of this role, there will be occasions where you will be required to work outside of normal hours for emergencies, early starts for project work and late finish should site requires this.
Salary Band - £35-45,000 depending on experience
Purpose of the Role
The Compliance Manager ensures that all property operations and facilities management activities adhere to relevant legal, regulatory, and health and safety standards. This role protects the organisation by proactively identifying compliance risks and implementing robust control measures. Acting as the key point of contact with regulatory bodies and internal stakeholders, the Compliance Manager plays a critical role in maintaining operational integrity, legal compliance, and tenant safety.
Key Responsibilities
· Health and Safety Compliance. Ensure full compliance with The Health and Safety at Work etc. Act 1974, including:
1. Preparing for the risk assessments which are required for sites with 5 or more employees.
2. Implementing preventive and protective measures based on assessment findings.
3. Assisting the Property Director with the implementation of the Company's Health and Safety Policy and ensuring it remains updated and relevant to the function of the business.
4. Proactively monitoring compliance and adherence to regulations such as Control of Substances Hazardous to Health (COSHH) 2002, Workplace (Health, Safety and Welfare) Regulations 1992, Fire Safety Order 2005, Electricity at Work Regulations 1989, Legionella Regulations and HSE's Approved Code of Practice (L8), The Control of Asbestos Regulations 2012, Lifting Operations and Lifting Equipment Regulations 1998, Provision and Use of Work Equipment Regulations 1998 and he Waste Separation Requirements (Wales) Regulations 2023.
5. Prepare for and manage frequent audits in line with the Company's insurance requirements, and complete regular inspections to proactively improve health and safety standards.
6. Maintain up-to-date knowledge of the legal requirements to ensure all facilities meet the legal standards.
· Facilities Management
1. Assist in the implementation of the maintenance, safety and functionality of all physical assets including building, plant and equipment in line with statutory legal requirements, insurance requirements, and SFG20 requirements for insurance compliance.
2. Responsibility of the management of contractors and service providers to ensure compliance with legal requirements and best practice across the portfolio.
3. Ensure that each site is safe for use, including staff, contractors and visitors to each property.
4. Assist in the co-ordination of emergency test procedures, including emergency evacuation procedures and the implementation of strategic plans with changes to legislation.
· Documentation and Reporting.
1. Maintain accurate and up-to-date records of inspections, audits, day to day operations, incident and near miss reporting, and all service and maintenance certificates.
2. Following on from regular health, safety and compliance meetings, appropriately log and action items which have been flagged for attention based on a priority plan.
3. Provide regular compliance reports to the Property Director and the senior management team.
· Technical Services
1. Assist in the implementation of framework agreements for performance monitoring contractors throughout the portfolio.
2. Assist in the life-cycle management of landlord assets for budgeting purposes and any planned projects.
3. Monitor Service Charge expenditure on a regular basis, and ensure all invoices are correctly archived under the pre-designated categories.
4. Supervise all external contractors in association with our approved suppliers list and ad hoc contractors that assist with the smooth running of each property.
5. Supervise service contracts and maintain up-to-date records of all work carried out by contractors, and where suitable, attached completed works to certificates to evidence further works to achieve compliance.
6. Assist in tendering projects works, contracted works for landlord assets, and ad hoc repairs in line with best practice and legal requirements.
7. Ensure all faults and maintenance issues are recorded in a timely manner and followed up until completion
· Tenant Interface
1. Responsibility for ensuring all tenants have a proactive interface between Centurion and tenants.
2. Responsibility for (as and when required) ensuring any new tenant fit-outs are suitable co-ordination with the Centurion Shop Fit-Out Guide and are completed outside of key working hours if required.
3. To frequently liaise with and be a point-of-contact for tenants to ensure that any landlord works which can affect their key business and communicated in advance.
4. To ensure that any high-risk works being undertaken by tenants are suitably recorded in the risk and property management software and are coordinated in line with Centurion's health and safety policy and the contractual obligations for tenants to meet the insurance requirements of the landlord.
5. Perform frequent inspections of tenant units to ensure all areas are kept in a good state of repair in accordance with the tenant leases, and any areas of concern are addressed on a priority basis.
6. To complete annual tenant audits to ensure they meet their contractual and legal obligations, and to ensure electronic copies of all required certificates are archived for on-going monitoring purposes.
Skills, Knowledge and Experience
Candidates will be required to demonstrate the following:
Essential
* NEBOSH General Certificate with 5 years post qualification experience
* Good knowledge of H&S legislation and experience in managing compliance
* Ability to use full range of Microsoft Applications inc. Word, Excel, PowerPoint, Outlook.
* Project management experience
* Excellent interpersonal and communication skills
· IOSH Managing safely
* Willingness to adopt a flexible approach to working patterns in order to respond to the changing needs of a retail environment.
Desirable
* IFM
* Experience in the provision of maintenance services in a busy environment visited by members of the public.
* Experience in managing mechanical and electrical contracts
* Experience in managing sustainability
* Minimum of HNC/HND in Electrical /Mechanical/ Building Services Engineer or equivalent
* Technical background across a wide range of hard services equipment
Job Types: Full-time, Permanent
Pay: £35,000.00-£45,000.00 per year
Benefits:
* Company pension
* Free parking
* Health & wellbeing programme
* Life insurance
* On-site parking
Work Location: In person