Job Description

Responsibilities

• Responsibility for the provision of facility and property management services to the designated properties in accordance with Specifications and KPIs.
• Responsibility over contractor management and H&S compliance for the allocated portfolio.
• Establish positive working relationships with occupiers, prepare and jointly with the PM team host occupier meetings. Assist with operational management of occupier fit out works.
• Develop and review at appropriate intervals suitable management procedures for individual buildings to include but not limited to Occupiers Handbook, Contractor Rule, etc.
• Attend Client Meetings as required.
• Assist in the preparation and management of Service Charge budgets for all multi-let properties on the portfolio, monitor expenditure and annual reconciliations based on RICS and client agreed timelines.
• Carry out regular property inspections of the common and tenants’ areas and instruct any remedial works as required. Ensure property inspection reports are loaded onto relevant H&S systems within 5 working days from completion.
• Assist with management of onsite staff including building managers, site receptionists, and security guards - where applicable.
• Manage Health and Safety compliance by all suppliers, ensure permits and permissions of works are raised to cover any contract and ad-hoc works.
• Manage and monitor Health and Safety systems e.g. QUOODA and Vantify and ensure performance statistics are maintained at the required level - expected above 90% on document management and 100% on site inspection reports.
• Authorise supplier invoices in accordance with delegated authority levels.
• Review contracts on a regular basis to ensure value for money, prepare specifications and tender contracts with assistance from relevant consultants where applicable. Ensure contracts are available either on Dwellant system (where applicable) or copies saved on companies filing system.
• Ensure Procurement is carried out in accordance with company policies and procedures and in line with procurement team’s strategy and guidance.
• Be available to assist with emergency calls out of hours e.g. liaising with suppliers to ensure urgent attendance.
• Regular liaison with the Property Management team and attendance at briefings and client meetings.
• Be the “Workman Welcome” person for the Glasgow office, keeping up to date with the services that this delivers and seek opportunities to deliver the service in applicable properties.