Defect Identification & Register Management

• Carry out regular structured inspections of all 9 buildings to proactively identify defects, snagging items, and latent issues arising from occupancy or seasonal conditions.
• Log all new defects onto the defects management system promptly, capturing full descriptions, photographic evidence, location, priority, and responsible contractor.
• Update the live defects register daily, reflecting progress on active items, newly raised items, and completed rectifications.
• Liaise with contractors to chase overdue defect rectification items and report persistent delays to the Defects & Ongoing Works Manager.
• Carry out technical verification checks on completed defect works, confirming that remediation meets the required standard before signing off on closeout.
• Assist the Defects & Ongoing Works Manager in preparing defect progress reports and contractor performance data.

Technical Support & Works Coordination

• Provide day-to-day technical support to the Defects & Ongoing Works Manager, attending site meetings, taking minutes, and maintaining action logs.
• Assist in the coordination of concurrent works programmes across multiple buildings, tracking contractor attendance, progress, and access requirements.
• Liaise with the facilities management team to coordinate works that may affect operational services, notifying building users of planned disruptions in advance.
• Support the management and tracking of building warranties and guarantees, flagging items where warranty conditions may be affected by ongoing works.
• Assist in the review and organisation of O&M manuals, as-built drawings, and commissioning records.
• Provide technical input into the identification of root causes for recurring defects, feeding findings back to the manager and design team where appropriate.

Health, Safety & Compliance

• Champion a safety-first culture on site, leading by example and positively influencing contractor behaviour at all times.
• Conduct daily site safety inspections and toolbox talk attendance checks, reporting findings to the Defects & Ongoing Works Manager.
• Review contractor RAMS (Risk Assessment and Method Statements) for all activities prior to commencement of work and refuse access where documentation is inadequate.
• Report and investigate near-misses, incidents, and unsafe conditions, completing required documentation within required timeframes.
• Ensure all contractors are site-inducted and hold current, valid qualifications and competency evidence for the work being undertaken (e.g. IPAF, PASMA, CSCS, Gas Safe, ECS).
• Maintain awareness of CDM 2015 requirements and their application to the ongoing works programme.

Communication & Reporting

• Serve as the primary daily point of contact for all contractors on site, providing clear direction, access, and coordination.
• Communicate clearly with building occupants and end users regarding planned works, access restrictions, and service interruptions.
• Produce daily site activity reports summarising contractor attendance, works completed, permits issued, and any issues arising.
• Escalate safety concerns, access conflicts, programme delays, or quality issues to the Defects & Ongoing Works Manager promptly.

Person Specification

Essential

• Demonstrable experience in a building services, facilities engineering, or site-based technical role
• Experience operating within a permit-to-work system as an Authorised Person or Permit Controller
• Proven experience managing contractor access, escorting, and site inductions
• Practical understanding of mechanical and/or electrical isolation procedures (LOTO)
• Experience working on construction sites or in a defects/snagging environment
• Ability to read and interpret engineering drawings, M&E schematics, and as-built documentation

Desirable

• Experience on a newly completed campus or large multi-building development
• Background working in a post-practical-completion or DLP environment
• Experience with CAFM or defect management software (e.g. Concept, Planon, Asite)
• Knowledge of BMS (Building Management System) operation

Qualifications

• IOSH Managing Safely or NEBOSH General Certificate (or working towards)
• CSCS Card (Skilled Worker or above)
• Valid Authorised Person qualification relevant to mechanical and/or electrical systems (or demonstrable equivalent experience)
• First Aid at Work certificate

Desirable

• IPAF (Powered Access) licence
• PASMA (Mobile Scaffold) licence
• Asbestos Awareness (Cat A)
• Confined Space awareness training
• Hot Works Warden or Fire Marshal qualification

Skills & Attributes

• Highly organised with strong attention to detail
• Clear and confident communicator — able to direct and challenge contractors assertively
• Methodical approach to record-keeping and documentation
• Ability to prioritise and manage multiple concurrent tasks in a busy, fast-paced environment
• Physically able to carry out regular site inspections across multiple buildings including plant rooms, roof areas, and confined spaces
• Competent user of Microsoft Office (Word, Excel, Outlook)

Desirable

• Experience using a mobile site management or defects app (e.g. Snag-it, PlanGrid, Dalux)
• Knowledge of building services across multiple disciplines (HVAC, LV electrical, wet services, fire)
• Ability to produce basic site sketches or annotate drawings

Key Working Relationships

• Defects & Ongoing Works Manager (direct line manager)
• Principal Contractor Site Team
• Specialist Subcontractors across all trades (M&E, civil, façade, fit-out, specialist systems)
• Facilities Management Operations Team
• Building Occupants and End Users
• Site Security Team
• Health & Safety Advisor
• Design Consultants (as required for technical queries)

Key Performance Indicators

• Permit compliance — 100% of works on site covered by a valid, current permit at all times
• Contractor access — all contractors escorted, inducted, and signed in prior to commencing work
• Isolation management — zero reinstatements without formal authorisation; isolation register maintained and current at all