Interim Building & Facilities Manager
Back to Vacancies ListOur 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