Purpose of the Role

To assist the Senior Occupier FM in the delivery of high quality management service, for the benefit of Savills clients’ and tenants’. The Occupier Facilities Manager is to take a lead role in the operational management of Savills property.

Key Responsibilities

• Ensure that the Operation Reporting System (“Compass”) and Datastation Health & Safety systems are up to date and complete at all times.
• Ensure compliance with all legal and statutory requirements, including Health and Safety. NEBOSH or IOSH qualifications or commitment to the same is essential.
• Prepare each site for risk assessments maintaining a minimum compliance rating of 85%.
• Ensure that a full set of risk assessments is held at each property and on Datastation and action plans are implemented, diligently and competently at all times.
• Ensure that quarterly checklists are completed and uploaded on to Datastation, within the appropriate time scales
• Inspect all properties on frequency specified by the FMA.
• To act as a mentor to FM Apprentices and ensure that their development and progression is managed to allow them the best chance of success.
• Work with Savills Pathways to develop individual training plans for all Assistant Facilities Managers and FM Apprentices within your region and hold regular review meetings to monitor progress and performance.
• Record utility consumption, at all sites and update Optima/Compass accordingly.
• Ensure that high site standards, in respect of cleaning, repair and presentation are achieved and maintained at all times, within property budgets.
• Visit each client on a quarterly basis or as often as the management contract dictates and report / resolve any issues.
• In the event of emergency situations, to act as first point of contact for Savills Helpdesk, attend property as soon as is possible and report back to relevant personnel whilst co-coordinating third party stakeholders to reach a speedy resolution.
• 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 Senior Occupier Facilities Manager.
• Assist in the preparation of the annual service charge budget by completing a 1st draft with explanatory notes detailing your recommendations and financial requests to ensure the CRM is aware of all operational needs for each managed property.
• First approver of all expenditure invoices, track spend against budget through the service charge year and advise the management surveyor of any deviations from budget (positive or negative) in early course.
• Own all draft’s on the service charge reconciliation.
• Monitor Client expenditure and ensure that invoices are approved in a timely manner via Proactis / Elogbooks.
• Prepare and implement contingency plans, to ensure adequate and suitable site attendance, including cover for holidays, training and sickness.
• Production and co-ordination of information, in line with Savills and client requirements.
• Promotion of the Occupier service line, keeping on the pulse with business development opportunities, including pitching and proposing services to clients.
• Lead the mobilisation and demobilisation of properties within allocation.
• Carry out annual appraisals for any SMR site staff that are based on your sites within the time scales given and ensure that 6 monthly reviews are completed.
• Manage all site personnel on a day to day basis under your leadership, monitoring performance, developing skills, addressing any performance or conduct issues and tracking workloads, by carrying out regular meetings in line with Savills policies.