Residential Facilities Manager - London - Build to Rent

PMR are seeking a Facilities Manager to support the Property Management team in the delivery of high quality property management service for the benefit of clients and tenants. Responsible for managing the facilities of a portfolio of buildings, providing excellent client and tenant service, and building administration. Risk management and contractor service is a key activity ensuring full compliance with building statutory requirements through regular inspection and audit.

Key Responsibilities

• Ensure that the Operation Reporting System (Compass) and Health & Safety (Datastation) systems are up to date and complete at all times and where it is the responsibility of Building Managers, to oversee that this is carried out.
• Ensure compliance with all legal and statutory requirements, including S20 Consultation and compliance. IOSH qualifications or commitment to the same is essential.
• Prepare each site for risk assessment, maintaining a target compliance rating of 95% or above.
• Ensuring that a full set of risk assessments is held at each property and on Datastation and actions plans are implemented, diligently and competently at all times. In the event that the Property Manager is preventing a risk assessment from being implemented, this needs to be reported to the Client Relationship Manager ("CRM").
• Ensure that required checklists are completed and uploaded on to Datastation, within the appropriate timescales.
• Monitor all site personnel on a day to day basis and feedback any performance or conduct issues to the relevant General Manager.
• Pass on residents' enquiries to the General / Resident Services Manager the same day.
• Attend client meetings (outside of normal working hours when necessary) as required.
• Inspect all properties on a monthly basis, although site conditions may dictate a higher frequency than prescribed. In the event of emergency situations, act as first point of contact, attend the property as soon as feasible and report back to relevant personnel.
• Ensure that high site standards, in respect of cleaning, repair and presentation are achieved and maintained at all times, within property budget constraints.
• Source quotes for insurance claims purposes, instruct and manage repairs and maintenance using the relevant client systems. Review on a weekly basis open maintenance jobs and ensure these are closed out in accordance with KPI's.
• Source quotes for any repair works above £750, gaining best value for money and present to the client for approval.
• Evaluate existing contractual relationships and ensure that the service provided by contractors, is in line with the agreed specification. Ensure that any shortcomings in service delivery, are dealt with swiftly and reported back to the General Manager and Procurement & Supply Chain Team.
• Tender, procure and manage maintenance agreements in accordance with company procurement strategy/policy.
• Monitor contractor performance and quality of works conducting random spot checks, providing feedback on performance via the relevant CAFM systems and service line champions.
• Monitor project works and keep the Senior Portfolio Manager up to date on progress and issues.
• Liaise with site staff regarding any risk assessment actions raised, provide support and guidance to ensure they are closed within the relevant timescales to a satisfactory manner
• Ensure that the General Manager is kept fully informed as to site issues at all times and hold face to face meetings with the office / site based property management teams on a regular basis. Attendance at internal meetings as required.
• Production and co-ordination of information, in line with company and client requirements. Manage and liaise with all management, technical and administration staff, on strategic and operation/service delivery issues.
• Establish and implement best practice, whilst ensuring safe working practices are complied with at all times.
• Ensure appropriate, clear communication lines are established and maintained with all relevant parties, to include property managers, accounts team, residents, suppliers and clients.
• Attendance at internal training courses are compulsory, as is the self identification of training needs.
• Mobilisation of new sites as requested and efficient hand over of sold/lost sites to incoming agents.
• In the event of emergency situations, to act as first point of contact for company Helpdesk/National Operations Centre, attend the property as soon as is possible and report back to relevant personnel, whilst co-coordinating third party stakeholders, to reach a speedy resolution.

Skills, Knowledge and Experience

• Candidates will be required to demonstrate the following:
• Self motivated individual with excellent interpersonal skills
• Excellent organizational and time management skills with a degree of flexibility
• Ability to handle a large number of projects with a broad range of customers, suppliers, and site based team members
• Experience and knowledge of achieving high standards in property management on multi let sites
• Knowledge and understanding in preparation of operational expenditure budgets; ensuring agreed times and costs are adhered to.
• NEBOSH or IOSH qualified
• Strong overall experience in a similar environment.
• Full driving license

Working Pattern:

Mon - Fri, 09:00 - 17:30