Purpose of the Role
To be the point of contact for all occupiers of the building and to be responsible for day to day Building Management issues. This will be delivered with customer service in mind, backed by industry knowledge to provide the best possible service to our client and occupiers. In addition the role will involve a high level of liaison with tenants and other stakeholders and the successful candidate must be able to demonstrate exceptional communication skills and an ability to interact effectively at all levels.
Key Responsibilities
- To work closely with the Client, Surveyor, Regional Facilities Manager and contractors within the property in ensuring that the highest standards at the property are maintained at all times.
- To help monitor the contractors and ensure that they are keeping up to the high standards required and carrying out the duties laid out in this description.
- To ensure that cover is booked at all times when permanent staff are off sick or on annual leave.
- Where applicable, to ensure detailed handover notes are written and made available to the RFM and covering conctractors for annual leave and sickness.
- To answer the mobile phone and on-site intercom system in a professional manner.
- To be proficient with all Microsoft applications and Outlook.
- To be familiar with the lease relating to the development employed at and be able to locate key information.
- To respond to all incoming issues the same day even if a resolution cannot be found.
- To diarise any work which needs regular attention in outlook and follow up accordingly.
- To ensure outlook calendars are kept up to date with all meetings and appointments.
- To be proficient with the onsite handbook and associated documents relating to the site and refer to as often as required.
- To know the tenants by sight and name and greet when entering and leaving the building. To be polite and personable to all visitors, contactors and tenants.
- To report breaches of lease obligations to Client / Surveyor / Regional Manager.
- Maintain an up to date list of emergency services and contractors telephone numbers.
- To be familiar with all aspects of the site including location of stop cocks (main and individual), shut off points for gas and electricity and other services.
- To maintain a key log for building keys handed out and returning.
- To ensure all visitors and suppliers sign in and out of the building.
- To receive deliveries on behalf of leaseholders and issue parcel collection notices accordingly.
- To carry out full inspections of the building at commencement of shift, periodically throughout the shift and at end of the shift. Completion of Daily/Weekly Checklist as well as Monthly Checklist.
- To be aware of all contractors working on site and ensure relevant permits such as working at heights, hot works or roof permits are issued.
- To report any maintenance or breakdowns immediately to the Helpdesk and Surveyor / Regional Facilities Manager and continue to provide updates to both as well as tenants.
- To check contractors work once complete and report back to Surveyor/Regional Facilities Manager
- To ensure all onsite log books are completed where relevant when contractors visit.
- To monitor vehicles entering and leaving property ensuring that tenants / visitors park in their allocated bays.
- To ensure bins are available for regular collections.
- To programme new fobs when required and delete lost ones from list.
- To inform tenants of the building of local activities and forthcoming events which may affect the day to day running of the estate.
- To maintain accurate reports of any incidents.
- To monitor CCTV and be proficient on playing back and burning sections to disk.
- To attend tenant meetings and events when required.
- To oversee regular maintenance contracts and report back to Surveyor/Regional Facilities Manager as required e.g. lift maintenance and cleaning.
- To comply with and ensure that the landlord obligation for health and safety and fire precautions are always met.
- To assist other employed staff, building occupiers and visitors in the event of an emergency.
- To acquire working knowledge of the technical equipment in the property / properties and be certain of how to obtain prompt assistance with defect or malfunctions that may arise.
- To acquire working knowledge of the property / properties systems and procedures to enable you to take control of the property during your shift.
- The employee is not to undertake any task that may be a risk to their health and safety unless suitably trained.
- Personal appearance is to be of a very high standard at all times. Shirt, tie, smart trousers and shoes etc suit is preferred but not essential.
- To deal with all queries on site efficiently and professionally and as appropriate direct queries to third parties for action, ensuring the person raising the query is informed of the action taken, the expected outcome and the timeframe involved.
- To carry out any other duties as the Managing Agents may from time to time consider necessary.
- To assist in the collecting of data for the billing of the utility recharges of the site.
- Makes "intelligent" savings to drive down non recoverable costs through the introduction of cost saving initiatives, pro-active contract management and by keeping aware of new technologies as they become available.
- Pro-actively liaises with colleagues to ensure that Procurement best practices are adhered to with a view to ensuring value for money for the business by working closely with Savills Supply Chain.
- Liaise with insurance companies/brokers using the published procedures for reporting of incidents that may lead to an insurance claim.
- Pro-actively manages the plants life cycle programme to protect and maintain the asset. Identify savings and opportunities for best practise or smart innovation through the life cycle.
- Liaise with client and managing agents on all local projects by managing a one stop local centre for Capex, Asset Management, and all work based projects.
- Manages the continuous like for like reduction of the properties carbon footprint in line with our ESG goals. Personally, keeps up to date with changes in relevant facilities services legislation and techniques.
Safety & Security
- Ensure compliance with all client and managing agents procedures and policies, including health and safety, GDPR, COSHH and environmental matters.Ensure compliance with all statutory requirements and codes of practice, health and safety requirements.<