Purpose of the Role
To implement and maintain effective property management systems and procedures in the delivery and continuity of service of the critical building infrastructure along with standard Mechanical, Electrical, Vertical Transportation and Public Health Services to Occupiers, while protecting and enhancing landlord owned plant and equipment. To contribute to the management of Health, Safety and Wellbeing for all users of the buildings.
In some cases set up the above in a new building.
Key Responsibilities
- Contract Management. Organize and attend Monthly meetings with associated service partners. Monitor, analyse and interpret the correct functioning of plant and systems via the Building Management System or other means. Carry out random checks of critical plant operation and report via the correct platform and escalate where required Review Contractors reports, proposals and KPI's. Carry out regular audits and inspections of all plant, related areas and equipment to ensure they are maintained and statutory compliance is being completed within business and client expectations, ensuring all and any risks are manged in accordance with the requirements of our client and occupiers. Review Planned Maintenance and reactive maintenance to ensure the risk to the building and occupiers critical infrastructure is managed within acceptable limits maintaining the resilience at all times. Attend site during annual power downs and essential works as necessary. To be available and attend site as necessary in the event of any emergency work or call outs.
- Compliance with all current legislation and recommended business standards. Verify Contractors Risk Assessments, Insurance, accreditations etc. are up to date and relevant. Ensure Pressure Vessel Written Scheme is up to date. Ensure Contractors Emergency Lighting Log Records up to date. Management of Water Treatment regime ensuring that Water Treatment Manuals are up to date. Manage status of Lift Inspections and report via Lift minutes. Ensure that all statutory inspections are carried out by the due date and manage/monitor progress of actions via external reports spreadsheet attached to appropriate minutes. Ensure accurate reporting is undertaken via the business risk management system, demonstrating all risks are being managed within accordance with client and business expectations, providing a full audit trial.
- Provide day-to-day technical and operational support to Building Manager and the wider property management team and Occupiers.
- Support to Building Management with Permit to Work System and check method statements where appropriate. Liaise with Building Management and Occupiers regarding operational and technical matters such as plant shutdowns and work impacting on Occupiers operation and risks associated with the works
- Undertake regular audits of maintenance programme. Review call out sheets and investigate as necessary. Review CAFM system including both PPM and reactive works. Carry out random verification of PPM works.
- Preparation and Management of engineering service charge budgets, to include procurement in accordance with business policy. Budget control, preparation of relevant specification, raising orders/instructions/ contracts and verifying (processing) invoices. To develop, implement and manage Environmental and Energy Conservation Programmes, (working with others where necessary) ensuring optimum usage of energy. To advise on potential problems or conflicts, improvements and possible savings. Analyse monitoring & targeting reports and investigate and action as necessary. Arrange independent energy audits as necessary and action recommendations as necessary.
- Analysis and management of all engineering data/reports, ensuring that appropriate action/follow up is achieved. Identify & agree specialist consultant roles and review consultants brief on a regular basis. Manage other audit reports. Review actions/progress and monitor monthly via external reports and reports monthly via the central London reporting criteria.
- Implementation, management and development of the Elogbooks planned maintenance system, ensuring information, plant history, drawings and technical information is accurate and up to date. Develop and maintain the base building asset register. Review and develop site-specific maintenance tasks. Ensure drawing and O & M's are updated to reflect any changes carried out to the installed systems. Develop, implement and maintain site-specific plant replacement Programme in conjunction with Savills Engineering and Design consultancy.
- To ensure that the production of engineering service specifications, contracts and associated documentation properly represent the service requirement of the premises and are presented and executed in accordance with business guidelines. Assist in the preparation of contract documentation to include: - Tender Documents, agreements and specifications. Manage tendering procedures. Analyse Tenders. Undertake Post tender interviews. Produce Client Contract Placing Report. Manage contractor closely during mobilization period and through to completion where required.
- To ensure that the Building Management are regularly appraised of any new developments or issues of a problematic nature. Report on any emergency incident that occurs. Report on any concerns relating to plant operation or failure to maintain resilience. Report on any occupier conflicts or relationship related issues.
- To ensure that the Property's Electronic Security Systems are fully operational and maintained as per the Manufacturer's guidance, current best practice and in line with occupier requirements including FCA if required. Report on any concerns relating to plant operation. Liaise with the Engineering and Design consultancy Systems Department as required, regarding contract specifications, maintenance regimes, auditing, equipment upgrades, documenting changes etc. Ensure maintenance contracts are in place
- To ensure the requisite engineering standards executed in the management of buildings are commensurate with those standards promoted by the Board and detailed in the operations manuals.
The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation.
Skills, Knowledge and Experience
- Previous experience of contract management ideal
- Knowledge of compliance with current legislation to include water quality, statutory maintenance tasks, lift inspection and Health and Safety.