Interim Building & Facilities Manager

Our client, a successful institute, are seeking an immediate Building and Facilities Manager to join them for 4-6 months as a minimum.

Key Responsibilities

Building and facilities management: Hard services

• To ensure that the building and equipment are maintained in a fit condition for purpose, liaising as necessary with other staff, consultants and contractors to ensure there is no unnecessary disruption to members and staff
• To oversee and keep under review the programme of planned preventive maintenance, ensuring that it is appropriate, cost-effective and legally compliant
• To effectively manage the facilities and security service contracts, liaising with the contractor and sub-contractors appointed under the hard services contract, facilitating their work and ensuring it is carried out cost-effectively in accordance with agreed specifications
• To oversee the effective operation of the Building Management System (Trend) and other control systems e.g. lighting
• To develop and maintain a regular inspection programme for the building fabric and furniture, identifying remedial works required and setting priorities, taking account of existing planned capital refurbishments
• To ensure emergency repairs or renewals are carried out promptly and cost-effectively
• To oversee the general maintenance contractors
• Where necessary to operate a Permit to Work system to ensure effective coordination and safe working
• To ensure that energy supplied to the building is used as efficiently as possible and liaise with the Bursar on procurement

Building and facilities management: Soft services

• To ensure that the building and equipment are maintained in a fit condition for purpose and that central services are delivered to a good standard, liaising as necessary with other staff, consultants and contractors
• To effectively manage the soft service contracts, liaising with the contractor and subcontractors, facilitating their work and ensuring it is carried out cost-effectively in accordance with agreed specifications and without unnecessary disruption to members and staff; monitor service provision including cleaning, pest control, waste disposal and recycling
• To develop and maintain a Help Desk system for staff to report buildings and facilities issues requiring action and monitor progress
• To oversee the arrangements for mail collection/distribution and porterage, seeking improvements or efficiencies where possible
• To co-ordinate the procurement of new equipment, repairs or replacements, stationery & other consumables in liaison with other departments
• To facilitate the preparation of rooms for events
• To devise, revise and ensure that systems and procedures are properly documented and that manuals, drawings and plans are updated as necessary
• Manage small office projects including room plans, furniture and equipment layouts

Budgetary control and monitoring

• Day to day responsibility for the departmental budget, including the processing of invoices
• To identify requirements and prepare initial cost estimates in preparation for the annual budgets for building maintenance, facilities & central services, equipment and consumables
• To ensure that agreed budgets are not exceeded, developing and maintaining suitable administrative systems and liaising with the Bursar and Finance Office as appropriate
• To control and monitor the support team overtime budget, ensuring the budget is not exceeded without prior agreement with the Bursar, and making every effort to ensure effective expenditure
• Identify and manage any potential cost savings going forward, including energy usage, contractors costs or internal department costs

Risk management

• To maximise the security of the property and staff at all times maintaining full compliance with Fire and Health & Safety legislation
• To oversee and maintain risk assessments for fire and other physical risks to the property and staff, including risks specific to promotional events, liaising with other staff and consultants as necessary
• To oversee the operation of the fire precautions, ensuring that the detection, alarm and evacuation systems and procedures are tested regularly, updating when necessary
• To ensure compliance with relevant fire legislation and liaising and consulting with the staff acting as fire officers and marshalls
• To oversee key-holding arrangements and the provision of out-of-hours security cover, liaising with contractors as appropriate
• As a member of the Health and Safety Committee, to contribute to a complete specific Health and Safety policy and ensure that it complies with relevant legislation at all times
• Organize relevant Health & Safety training for all staff to comply with relevant legislation
• To ensure that the has the appropriate number of staff qualified in First Aid and that they receive regular refresher and re-qualification training as necessary
• To ensure compliance with the terms and requirements of the insurance policies at all times in liaison with the Bursar as necessary and with the Construction Managers during the Development Project
• To assist with the development and maintenance of the Emergency Response Plan, assessing risks and recommending strategies to reduce them

Other duties

·         Staff management responsibilities

·         Premises management

Experience Required

• Educated to GCSE level to include English and Mathematics (grade A-C) or equivalent as minimum
• NEBOSH National Diploma in Occupational Health and Safety or equivalent
• Current full clean UK driving licence
• First aid qualification or willingness to be trained
• Membership of a relevant professional association e.g. BIFM
• Qualification in building services (mechanical and / or electrical)
• Previous Building and FM Management/ Supervisory experience
• Engineering background: knowledge of building services (mechanical and/ or electrical)
• Experience of dealing with contractors and suppliers
• Demonstrable ability to manage multi-use, non-domestic premises
• Demonstrable ability to manage and control budgets on appropriate scale
• Demonstrate the ability to provide year on year savings to the department including Energy use and operational costs
• Experience of managing a team
• Familiarity with the management of fire prevention and security issues
• Knowledge of all building and FM related Health and Safety legislation, and proven ability to manage and resolve
• Confident user of MS Office and other bespoke software systems
• Experience of managing a “heritage” building

If you think you have what it takes, please call Robyn Powner on 0203 903 4265, or apply via cv@maxwellstephens.com