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Job description

Praxis Facilities Management, a fast growing and forward-thinking Facilities Management company, are currently seeking an experienced Building Manager to manage and support the direction of all operational activities at Form 1 & 2, Hook, for facilities management, health and safety, and security.

The ideal candidate would act pro-actively, ensuring all public, tenanted, unoccupied and back-of-house areas of the site are safe and secure, protecting company property and people and meeting the high standards and specification set by the company. They would react with an immediate and appropriate response to Health, safety and security incidents and ensure that all facilities management standards are delivered and maintained at all times.

The Building Manager will oversee the daily operations and maintenance of this commercial property. They liaise with tenants and owners, coordinate and manage maintenance, housekeeping, and security activities, and ensure the facilities meet regulatory standards and codes.

Main Duties

Building Management

• Management of receptionist team, working closely with the Regional FM and HR team to ensure that all relevant staff are actively supported and that regular appraisals are complete
• Ownership of the staff rota and holiday approval process
• Co-ordinating and overseeing regular building maintenance and repairs
• Identifying and recommending preventative maintenance needs within the building, seeking the relevant authorisation for work to be complete and sourcing multiple quotes from external contractors to present to the Property Manager and Regional FM, utilising a full RFP (request for proposal) process
• Ensuring all contractors have a valid permit to work, before commencing any works and reporting on progress/resolving issues to allow completion in a safe, timely manner
• Assist in managing the contractors on site providing guidance, support and site knowledge and ensuring they work within the site rules and guidelines
• Full maintenance of all records relating to maintenance, costs and building occupants
• Owning the full invoice cycle process, including requesting, raising and liaising with the external contractor and the internal Accounts Payable team, ensuring that the full approval process has been fulfilled
• To ensure and control the necessary internal quality audits are undertaken and provide a detailed action plan, managing any non-compliance – particular attention to be given to applicable policies, regulations and building codes
• Writing accurate reports and actions plans as a result of such audits and/or incidents on site, being accountable for any expected actions as an outcome
• Effectively manage site waste and recycling taking in to account environmental and health and safety factors
• Maintain accurately tenant records and contact details
• Supporting with the preparation and management of the maintenance budget
• Where appropriate, supporting the fit-out of new office space and taking ownership of the white-boxing of un-let space

Health, Safety and Security

• Patrolling the site to prevent, detect and investigate; disturbances, offences on site, signs of intrusion, ensure security of doors and gates and that no unauthorised personnel enter restricted areas therefore creating a safe and comfortable working environment for tenants, employees and visitors
• Responding to emergency situations as they arise, liaising with the emergency services, police, ambulance and fire service to resolve issues and maintain security and service, directing emergency vehicles and other traffic on site
• To ensure all site related risk assessments and method statements are monitored, reviewed and updated as per schedule and as necessary
• Testing the fire alarm systems including the setting and disengaging of the alarm panel, and the activation of the call points, promptly dealing with alarm activations
• To take responsibility for your own and others health and safety, to carry out your role safely and to health, safety and security legislation and guidelines, using PPE as necessary
• Proactively supervise on site health and Safety activities, reviewing accidents and promoting safe working practices
• Being the main point of contact for external Health and Safety audits, responsible for maintaining the required standards and completing the necessary action points

Customer Service and Reception

• Deliver excellent customer service to customers, colleagues and visitors to the Building at all times
• Being the first point of contact for all tenant, customer and contractor enquiries, including management of the first stage of the complaints procedure
• Ensure deliveries, visitors and contractors are properly recorded on site and effective control takes place on access and egress
• Reception duties, including meeting and greeting all visitors, answering telephone calls to take messages, answer questions, and provide information, logging visitors in and out via the visitors’ book
• Maintain good tenant relations and with their teams
• Monitor the standards of cleanliness throughout the building and reception area liaising with the cleaning contractor to ensure standards are maintained
• Supporting with the credit control targets for rent and service charge, liaising directly with tenants on these matters
• Manage the transition of client/properties in and out of management

Requirements, Skills and Qualifications

• Working as part of a diverse team and supporting each other to achieve results
• Physically fit and having mobility to be able patrol for the duration of shift and to respond rapidly to incidents
• Have good knowledge and experience of building HVAC systems
• To be able to communicate with customers, colleagues and visitors fluently in English
• Observant and able to complete accurate, detailed reports
• Excellent use of MS products such as MS Excel
• To have a working knowledge of own Health and Safety and COSHH qualified

Personal Qualities

• To have pride in your job and personal appearance
• Friendly, approachable and creating a good impression
• Able to use own initiative and solve problems
• Able to manage own time and prioritise work

Job Types: Full-time, Permanent

Salary: £35,000.00-£40,000.00 per year

Benefits:

• Company car
• Company events
• Company pension
• Flexitime
• Gym membership

Schedule:

• Day shift
• Flexitime
• Monday to Friday

Supplemental pay types:

• Bonus scheme
• Yearly bonus

Ability to commute/relocate:

• Hook: reliably commute or plan to relocate before starting work (required)

Experience:

• Building Management: 3 years (required)

Work Location: In person

Reference ID: F1 BM PFM
Expected start date: 07/08/2023