Aga Khan Foundation
Facilities and Operations Manager
London
Posted about 23 hours ago
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KEY RESPONSIBILITIES
AKC Building Operations
- Oversee and manage the teams responsible for reception, security, and cleaning.
- Prepare and keep up-to-date the Facilities Management (FM) Plan for AKC, covering each 'hard' and'soft' service, planned preventative maintenance, and lifecycle replacements, ensuring a safe, high-quality operating environment.
- Act as the first point of contact for technical support, resolving issues in-house where possible and allocating the correct supplier to reduce callouts.
- Manage, plan, and monitor day-to-day repairs and maintenance, ensuring works are completed on time and to a high standard, in line with the approved FM plan.
- Coordinate and manage suppliers working in and around AKC, checking and approving completed work for budget, timescale, and quality.
- Receive, review, and act on suppliers' reports (e.g., lifts, eye bolts, water sampling, lighting protection), resolving defects, and providing technical advice to ensure legislative compliance.
- Maintain maintenance and H&S documents, registers, systems, and asset registers, acting as a knowledge-holder for Operation Manuals, as-built drawings, maintenance records, licenses, and operating certificates.
- Monitor maintenance supplies, spares, and stock levels to ensure availability.
- Own the H&S policy for AKC, liaising with outsourced consultants to ensure compliance and required checks.
- With the AKC IT team and external providers, maintain core building services systems, including FM, Room Booking, and Security.
- Drive environmental, energy, water-saving, and recycling initiatives; deliver minor projects to optimize space and support major projects; support retail tenant relationships; and ensure gardens and grounds are well maintained.
- Liaise with the Estate Landlord, their agents, and other KX Estate building managers on estate management, security, the public realm, and neighborly relations.
- Respond to emergencies or other urgent issues involving AKC.
AKC Building Administration
- Prepare the annual operational plan and budget, provide commentary for the monthly finance report, and work with the Property Finance Manager to keep forecasts current.
- Lead supplier procurement for building management.
- Approve supplier invoices and staff expenses within budget, seeking approval for any excess spend.
- Embed safeguarding across operations, supplier contracts, and policies.
- Review service standards and benchmark costs against comparable buildings for value for money.
- Manage SLA standards, KPIs, and targets for the team.
- Own and maintain the building management risk register.
- Attend AKF(UK) Property Committee meetings.
- Work flexibly to support events and incidents outside regular hours.
- Complete Security Audit actions promptly and keep policies current, including the Critical Incident Plan and Office Security Plan.
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AKC Events
- Support the events management team with large and complex events (car parking, traffic control, security, first aid, hospitality) and with dismantling, removal, and clearing afterwards.
People Management
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Promote a culture of teamwork, service, quality, transparency, accountability, innovation, and continuous improvement across the building management team.
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Supervise, coach, and mentor staff, building a skilled, motivated team that exemplifies AKF (UK) values and behaviors.
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Set and evaluate annual performance objectives in line with AKF (UK) procedures.
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Identify staff with advancement potential and support their development as part of succession planning.
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Carry out any other duties as assigned by the Head of Kings Cross Properties.
QUALIFICATIONS, EXPERIENCE, SKILLS, KNOWLEDGE, ATTRIBUTES & BEHAVIOURS
Qualifications
- A degree in Facilities Management or similar qualification would be an advantage.
Experience
- Managing staff and third-party contractors.
- Managing complex mechanical, electrical, and plumbing systems.
- Managing planned preventative maintenance for hard and soft services.
- Working in a complex, multi-stakeholder environment.
- Planning programmes of maintenance work in line with building requirements and identifying gaps in the maintenance strategy.
- Identifying trends and developing/implementing management reports.
- Working in a similar field, e.g., school, university, or charity.
Skills
- Good interpersonal, customer care, and liaison skills with a wide range of stakeholders, including confidence with people at all levels.
- Ability to explain technical issues to non-technical personnel.
- Ability to work both strategically and operationally, managing time, plans, and related tasks to meet and surpass targets.
- Ability to lead, inspire, and motivate a team to meet objectives.
- Excellent written and verbal communication and presentation skills in English.
- Commercially aware with good negotiating skills.
- Good numeracy skills.
- Capable of working independently and collaboratively as part of a wider team.
- Self-motivated, action-focused, professional, and proactive, with a proven ability to deal with change.
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Knowledge
- Statutory legislation (Pressure Systems Safety Regs, HSG 274 Parts 1-3, 17th Edition Electrical Regs, LOLER, Working at Height Regs, etc.) and ability to verify related certification.
- Thorough understanding of building systems (HVAC, electrical, plumbing, fire safety).
- Working knowledge of a CAFM system (Concept Evolution, TABS FM, etc.) and of Microsoft Word, Project, Excel, and PowerPoint.
- Awareness of sustainability and energy efficiency practices.
Attributes
- Demonstrates equity, transparency, and integrity with high ethical standards; fair, honest, and trustworthy, inspiring trust and respect for confidentiality.
- Respectful of diversity, culture, values, and faith; compassionate, empathetic, and courteous to all, regardless of background, religion, gender, or age.
- Committed to acting ethically and upholding safeguarding standards towards all staff, volunteers, and beneficiaries.
Behaviours
- Communicates clearly and concisely across a broad range of stakeholders; simplifies complex ideas; listens and adapts style to the audience.
- Builds and maintains effective stakeholder relationships, adapting approach to achieve results.
- Customer-focused and flexible, putting others' interests at the center of decision-making and fulfilling AKF's mission.
- A supportive, proactive team player who fosters knowledge-sharing and team learning.
- Inspires self and others to strong performance; embraces new challenges; gives and receives balanced, timely feedback.
- Open to change; adapts methods for new uses and challenges conventional thinking to improve systems and processes.
- Enterprising, seeking alternative solutions and building networks for problem-solving and organizational learning.
- Committed to high-quality, cost-effective results, with a clear vision that inspires others.
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