Facilities manager

The role

Cluttons are currently recruiting for a Facilities Manager (FM) to work in the Commercial Management team located at our head office in London. The FM will be responsible for managing a commercial portfolio across London and the South-East of England consisting of office, retail & industrial properties. The FM will be responsible for the day-to-day operations across their portfolio.

Key deliverables

• Assist in the management of all hard and soft service providers, monitoring SLAs and KPIs and periodically re-tendering to ensure delivery of an efficient, quality and value for money service for our clients and the occupiers of their buildings/sites
• Assist in the preparation and managing service charge budgets in accordance with the RICS code of practice
• Monitoring and control of budget expenditure in tandem with Cluttons Client accounting team
• Assist in the Control of all Environmental and Health and Safety, ensuring compliance across all buildings and sites with legislation, codes of practice and Cluttons policies and procedures
• Visiting and inspecting buildings and sites as necessary to ensure, as a minimum, key deliverables are met
• Assist with market tendering programme to achieve Best Value for clients and tenants.
• Regular and accurate reporting to the partners/property managers, clients and Cluttons H&S director
• Dealing with ad hoc queries and tasks from the property management team, clients and occupiers
• Developing and building good working relationships with building/site occupiers

People

• Liaising with partners and the property managers regularly and updating them on all current matters
• Liaising with other departments in the firm (e.g. projects and building consultancy and fund management) as necessary
• Instructing, managing and supervising of contractors in a good and timely manner who are required to work on sites under our control

Clients and business development

• Providing client facing expertise in FM related matters
• Reporting to clients, where instructed, all issues relating to building/site operation
• Developing and building relationships with clients
• Support partners and property mangers in tenders for new business
• Identify areas for new business generation Financial
• Setting, monitoring and reconciling service charge budgets and accounts in consultation with the property managers, client accounts team and clients
• Control and accurate coding of invoices ensuring prompt payment of suppliers
• Ensuring fee income to the firm is maximised whilst complying with the RICS code of practice
• Working with property managers in dealing with insurance claims Systems and process
• Acting at all times in accordance with the Clutton’s policies and procedures particularly those that relate to the Commercial Management function and health and safety and environmental
• Ensuring that issues and priorities identified in environmental, general health, safety and fire risk assessments are actioned / dealt with in a timely manner and the online management system (currently RiskWise) is kept up to date
• Ensuring all contractors used on buildings and sites are competent and accredited (currently safe contractor) in accordance with the company’s policies and procedures
• Actively reviewing procedures and proofing change to improve service delivery and compliance
  

Essential qualifications

• Must be a team player, able to work with property managers, ensuring a cohesive team approach in the management of client portfolios and service delivery to tenants
• NEBOSH General Certificate or similar IOSH accredited training
• Membership of IWFM or an FM qualification
• Driving License
• IT literate
  

Essential experience

• Experience of managing multi let commercial portfolio to include offices, business and retail parts and industrial estates
• Experience in a facilities management role
• Setting and management of service charge budgets
• Experience of using property management systems (TRAMPS, Filestore would be an advantage)
• Experience in the use of online environmental, health and safety management and compliance systems (e.g RiskWise)

• Hybrid working - to give you the flexibility you need
• Holidays: 25 days increasing in line with length of service to a maximum of 30 days
• Enhanced auto enrolment pension scheme - to help you save for the future
• Life Assurance - to protect your loved ones should the worst happen
• Interest Free Season Ticket Loans
• Cycle to work scheme - discounted bicycles
• Flu and Eye Care Vouchers - to keep you healthy
• Employee Assistance Programme - 24/7 Health & Wellbeing support
• Platform hosting 1000s of discounts at your favourite retailers, restaurants, supermarkets, leisure & days out venues, gyms and more

Plus a Flexible benefits policy that allows you to pick and choose additional benefits as below:

• Purchasing up to 5 days additional holiday
• Discounted Gym membership
• Discounted dental Insurance
• Discounted private medical insurance
• Discounted travel insurance and more