Interim Building & Facilities Manager

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  • Job Reference: TR/000367
  • Job Title: Interim Building & Facilities Manager
  • Location: Central London
  • Basic Salary Range: Up to £45,000 (pro-rata)
  • Job Type: Contract
  • Posted 4 years ago
  • This position has been filled

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

Maxwell Stephens Recruitment
Salary Survey 2021

 Please follow the link below and take a few minutes to complete the survey. Once the results have been collated you will receive a free copy of the report straight to your email.