Junior Regional Facilities Manager

Colliers is a leading commercial real estate services company, providing a full range of services to real estate occupiers, developers and investors on a local, national and international basis. Services include, real estate management, brokerage sales and leasing (landlord and tenant representation), valuation, consulting, project management, project marketing and research. We provide our services across the core sectors (office, industrial, retail and hotel) as well as many specialised property types.

The UK business is headquartered in London, with over 900 specialists throughout 16 offices across the UK and Ireland.

To provide wide ranging Facilities Management services as part of the IPM team to a variety of clients including pension companies, property companies and private individuals.

• Assist with the procurement of appropriate maintenance and service contracts for managed assets ensuring these are SafeContractor approved.
• Ensuring full Health & Safety compliance for our clients at site level and using online systems.
• Client, landlord and tenant liaison and engagement.
• Setting, managing, and achieving budget targets.
• Participating in business development.
• Consider the economic life of the plant and building fabric on site and, where appropriate, procure and review a programme and costs for the necessary future replacement considering environmental impact and performance.
• Where required, ensure appropriate contracts are in place for reactive maintenance.
• Maintain a record of all contracts which are in force on each of the sites under management, ensuring these are recorded using online systems.
• In alignment with current departmental requirements, all staff must attend the office at least twice per week.

SITE MONITORING & INSPECTIONS

• Monitor the performance of contractors via online systems and in person where appropriate, to ensure that contracted works/services are being performed to a satisfactory standard and frequency.
• Re-tendering service contracts to ensure high standards and value for money. In most cases this should occur once in every 3 years.
• Ensuring service contracts are documented in the Colliers standard format and are signed by a Director.
• Ensure that all necessary documentation (certificates, log books, inspection reports etc) is kept on site and recorded using online systems. Enlist the services of consultants as appropriate.
• Ensure appropriate Health & Safety, Fire, Risk and Water Assessments are undertaken on a regular basis.
• Assume responsibility for appropriate reporting of all accidents or near miss incidents (RIDDOR) using online systems.
• Maintain, direct or monitor the maintenance of an appropriate Health and Safety Database for each designated site.
• Ensure that tasks programmed under Planned Preventative Maintenance Programmes are undertaken within the specified timescale. Any variations are to be agreed with the appropriate Surveyor or Client Director. Works to be procured direct or, where appropriate, utilising internal or external consultants.
• Approve completion of any reactive maintenance works undertaken on a site.
• Undertake (or arrange) inspections of sites as required. Ensure that Inspection Reports are completed and filed electronically after each inspection.

BUDGETING

• Undertake the preparation of the budget for projected expenditure in the following service charge year. The budget is to be agreed with the appropriate Surveyor or Client Director not less than 3 months prior to the service charge year commencement.
• Monitor expenditure against budget on a regular basis (frequency to be agreed with the appropriate Surveyor or Client Director) but not less than quarterly.
• Accurately code and authorise all invoices for services delivered to site, passing the approved invoice on to the relevant Surveyor or Client Director.

CUSTOMER EXPERIENCE

• Undertake regular liaison with occupiers on the services provided at managed assets.
• Wherever possible and where budgets allow, reviewing and procuring initiatives to improve occupier and visitor experience.
• Prepare and issue customer feedback surveys to measure the success of delivery.
• Arrange, and chair where appropriate, occupier meetings, frequency to be agreed with the occupiers
• Prepare and issue ‘Tenant Information Packs’ to all new occupiers.

ESG

• Setting ESG targets geared towards optimisation, sound environmental performance and wellbeing, referring to Colliers Green Standard.
• Wherever possible and where budgets reasonably allow, introducing initiatives in the interests of improving ESG performance.
• Measuring and reporting on the success of these initiatives internally and externally

TECHNOLOGY

• Setting Technology targets geared towards optimisation, increased operational efficiencies and reducing service charge costs, referring to Colliers Technology Framework.
• Wherever possible and where budgets reasonably allow, introducing services and initiatives in the interests of improving asset performance.
• Measuring and reporting on the success of these initiatives internally and externally

• The ideal candidate will be a highly organised individual with excellent customer service, organisational and time management skills.
• Previous experience of managing FM services across a significant property portfolio.
• Good communication skills (both written and verbal).
• Experience in Health & Safety compliance is essential
• NEBOSH/IOSH qualifications are desirable.