Operations & Maintenance Documentation Manager

Our client are an international facilities consultancy firm, seeking to appoint an experienced O&M Documentation Manager.

Key Responsibilities:

• To ensure delivery of first-class Documentation team services to Clients
• To regularly meet with Clients to carry out project reviews
• To manage the team, including; resource planning, team meetings, 1-2-1’s
• To assist the Documentation Workstream Lead preparing bids
• To manage costs and assist with monthly invoice processing / reconciliation
• To manage own projects in accordance with client requirements and Macro procedures
• Co-ordinate client queries, being the first point of contact for escalation
• To contribute to the efficiency and profitability of the overall Consultancy team
• To drive the improvement of work standards, procedures and overall service offer

• To promote SFSN standards throughout the team
• Promote the use of technology to advance service delivery
• Management responsibility for the projects and work undertaken by the O&M team, including external contractors and service partners / collaborators
• Monitoring progress and efficiency, client co-ordination, liaison and reporting of projects
• Ensuring project start-up documentation and meetings, training and system configuration (EDMS) aligned to project requirements are completed / undertaken and monitor progress
• Prepare resource plans for projects and allocate appropriate resources in conjunction with the Documentation Workstream Lead
• Hold regular team & project review meetings
• Hold 1-2-1’s with team members to review workload, performance and training
• Carry out Quality Checks on documentation being sent out to Clients or other service partners
• Work with Documentation Workstream Lead to develop stakeholder engagement plan / marketing plan
• Manage team to ensure timesheets and expenses are correctly completed
• To manage Client Change Requests. Ensuring all documentation for change is in place and opportunities to review project costs and fees have been considered and escalated (where necessary)
• To manage the team Risk Register and manage residual risks appropriately
• Support Documentation Workstream Lead by contributing towards Consultancy reports including Board reports, GBU’s, AMP reports.
• Support the team in their ability to deliver projects

The job holder must have:

• Appropriate management experience, preferably in Documentation Management, including the O&M preparation process, Construction Certification, Customer Care documentation
• Be an organised and calm individual, who can balance workloads and prioritise tasks in accordance with deadlines and work flow patterns
• Possess good literary and grammatical skills for reporting, bid creation and client correspondence
• The ability to communicate at all levels, particularly with staff, the supply chain and at senior level
• Be a good team player / leader to encourage and support a diverse range of people and skills
• Have a sound understanding of the Commercial process and be able to prepare resource plans and assist in preparing bid documents
• The appropriate skills (including IT) to do the work of members of the team on an as-and-when required basis, particularly in Microsoft Office packages (Word/Excel/Outlook etc.)
• A degree or similar

The job holder would be at an advantage if they have:

• Experience of construction projects or working in the constructions industry, especially with project planning and building documentation, TM31 (Building Energy Log Book), Building User Guides and BREEAM Guide
• A recognised H&S qualification (e.g. IOSHH Managing Safely)
• Accredited with a CSCS card

If you believe you have all the required experience, please contact the team at cv@maxwellstephens.com or call 0207 118 4848 to discuss in more detail.