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Job description

Title: Facilities Manager

Location: The Fairfax, Bristol

Reporting into: Associate Director – Facilities Management

What we need:

We are looking for a high performing, energetic facilities professional to join our team. The candidate should have Managing Agent experience and a proven track record, allowing them to hit the ground running in a fast-paced environment. They must be willing to lead from the front and have a hands-on approach to getting things done. We pride ourselves on providing a brilliant service so time management, the ability to work autonomously and under pressure, self-motivate and prioritise are an absolute must. We are offering a real opportunity to grow within a company with a reputation for promoting and growing talent, working with an impressive client base.

Job Purpose

To establish, develop, control, and manage, the services and operations at a newly refurbished 14 floor office property located in a prime setting in central Bristol, on behalf of the landlord. To ensure compliance with all statutory regulations, internal policies and procedures, and best practice in the continued delivery of services in that property.

Key Objectives

• Ensuring compliance with regulations and health, safety, environment and security standards.
• Act as an ambassador for the company and leader of the AP team (including key service partners), driving standards and leading by example.
• Act as a role model for our Dare to be Brilliant customer service ethos within the property for which the FM is responsible.
• Managing landlord and occupier expectations having regard to set financial limits.
• Agreeing, monitoring and managing all budgets to ensure costs, quality standards and efficiencies are achieved to target.

Key Accountabilities

• Ensure the cost-effective provision of agreed Facilities Management services for the Landlord, as required.
• Lead the procurement and subsequently manage the provision of all relevant FM services, ensuring optimum service standards from internal/external sources.
• Own the forecasting, and then subsequently monitor and control budgets, ensuring costs are properly allocated against the respective property schedule, contained within agreed levels, and corresponding reports provided as required.
• Ensure compliance with all statutory and internal obligations applicable to the ongoing occupation, operations and maintenance (including project work) of the property.
• Maintain, establish and develop appropriate relationships and communication channels with all occupiers and other stakeholders (including members of the public, colleagues, line manager and client representatives) to ensure that service levels are maintained and improved having regard to relevant budgetary constraints.
• Lead, manage and develop relationships with service partners to ensure compliance with contracts and continued delivery of agreed services.
• Ensuring all building services and life safety systems are maintained within relevant scheduled frequencies and inspections deadlines.
• Contribute towards the marketing of the property, monitoring and managing digital and other media where necessary.
• Ensure that members of the FM team on site (including service partner employees) fully understand their role(s) and carry out regular operational reviews with both individuals and the team, focussing efforts to ensure the systems are kept up to date and also delivering a high performing team.
• Monitor the progress and performance of the FM team across the property and work in conjunction with Service Partners, line management, HR, and other colleagues as necessary to resolve.
• Identify, propose and develop environmental and sustainability opportunities for implementation, setting objectives and monitoring progress.
• Represent the company as a key contact for the client(s), occupiers, service partners and other stakeholders both within the property and externally for which the FM is responsible.

Dimensions

Property Outline:

• The Fairfax is a new office development in the heart of Bristol nestling between Castle Park and the Old City.
• Repurposed, Repositioned, Reimagined.
• Arranged over 15 levels this thoughtfully refurbished building offers 65,198 sq. ft of Grade A space and has been designed to house ambitious and growing businesses, providing innovative and flexible workspace alongside the best design, amenities, and facilities in Bristol.
• Floorplate space available from 900 sq. ft in part floors and whole floor options from 4,000 sq. ft up to 9,750 sq. ft
• Facilities include changing areas, cycle store, bookable visitor parking, roof terraces, as well as varied amenity space including clubroom, exercise studio, meeting space and reception lounge.
• It’s a place people will want to come to excel and enjoy.

Financial:

• Starting Service Charge of £0.7 million per annum

Client Asset Strategy

• Client requires a best-in-class service delivery
• Closely work with the immediate client Asset Manager to establish and maintain a strong working partnership
• Work alongside client’s consultants in relation to energy data and performance of the asset

On-site Reports:

• Service Partners only
• Full Time front of house, cleaning, M&E maintenance and security teams

Communication Lines:

• Contracts managers for the service partners. Additionally chairing monthly meetings for these main services. Day to day management and monitoring of M & E contract staff and sub-contractors.
• Fabric maintenance contractors – communicating with contract manager, foreman and other personnel.
• Client Landlord – the Landlord’s architect, surveyors, consultants, insurance agents & surveyors, marketing agency and letting agents.
• Ashdown Phillips & Partners –Directors/Senior Leadership team, surveyors, consultants, staff and fellow facilities teams
• Health & Safety Consultants – asbestos surveyors & inspectors, Local Authority H & S Officers.
• Regional Fire Brigade - Fire Officers.
• Occupiers – their consultants, fit out agents and contractors.

Person Specification

These are the minimum key areas of knowledge, skills and experience.

• Excellent working knowledge of current statutory legislation and regulations, especially regarding Health, Safety and Environment. IOSH qualification is essential.
• Proven knowledge and experience of managing contractors and service levels (e.g., Front of House, M & E, security, and cleaning) associated with a retail and office property, and within agreed budgets.
• Proven experience of managing large, complex flagship buildings
• Problem solving skills to continue to match resources to achieve various service requirements.
• Demonstrable knowledge of service charges and budgeting techniques (where possible to the financial dimensions outlined above).
• Excellent organisational and time management, able to meet tight deadlines and respond in emergency situations.
• Self-motivated and able to work on own initiative without ongoing direct supervision.
• Excellent interpersonal and communication skills able to effectively communicate at all levels and operate comfortably as part of a multi skilled team.
• Willingness to adopt a flexible approach to working patterns in order to respond to changing needs.
• Previous facilities management or management experience in either retail or mixed-use environment.
• Interest in the property sector and an understanding of the occupational requirements of occupiers, as well as current market drivers for Landlord’s.
• Good IT skills in particular Microsoft Word and Excel.
• Qualifications: IWFM Membership, IOSH, NEBOSH
• Home location: preferably based within 1 hour’s travel time of the property.

Job Types: Full-time, Permanent

Salary: £40,000.00-£48,000.00 per year

Benefits:

• Company pension
• Referral programme

Schedule:

• Monday to Friday

Supplemental pay types:

• Bonus scheme
• Performance bonus
• Yearly bonus

Ability to commute/relocate:

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

Experience:

• Maintenance: 1 year (preferred)

Work Location: In person

Application deadline: 29/04/2023