Current Vacancies

Associate Director of Facilities Management - Manchester/Leeds - Savills Management Resources

Job Description:

Savills Management Resources (“SMR”) is a subsidiary of Savills UK Ltd. Providing a comprehensive high quality support service to the Commercial Property Management Team, SMR currently employ over 1000 staff nationwide, comprising of sector specialists including Facilities & Operations, Technical Services & Procurement, Marketing, Personnel, Health & Safety and Security, Cleaning and Maintenance staff.

The Associate Director of Facilities Management has overall responsibility for all SRFM’s, RFM’s and AFM’s within their area which includes the financial management and staff management within that area. The ADFM is also to take a lead role in the operational management of Savills key property instructions leaving the management surveyor free to focus on strategic issues, asset and client management opportunities.
This is a lead management role within the business, requiring good people management and interpersonal skills, and commercial acumen.
Relationships

(a) Reports to: FM Director

(b) Responsible For: Management of Personnel, Financial Management and sites, as allocated below.

Key Responsibilities:

Fee Management
1. Allocation of new work within the region to SRFMs, RFMs and AFMs.

2. Updating SMR finance with new fees and changes in fee levels.

3. Reviewing fee levels and seek increases where possible.

4. Manage the fee base ensuring the area remains profitable.

5. Assist SMR finance with the financial forecast for the area.

6. Report to the FM Director on changes required in the area.

7. Ensure that all operational policies and procedures are communicated to the regional FM network and enforced accordingly.

Staff Management
8. Manage all 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

9. Overall management of staff within your area carrying out appraisals, 6 monthly reviews, managing staff day to day and addressing performance issues both good and bad.

10. Work with STS to develop individual training plans for all SRFMs within your area and hold regular review meetings to monitor progress and performance. Ensure that all RFMs and AFMs have these training plans in place and that progress is being made.

Compliance – directly managed property
11. Ensure that the Operation Reporting System (“Dashboard”) is up to date and complete at all times.

12. Ensure compliance with all legal and statutory requirements, including Health and Safety, NEBOSH or IOSH qualifications or commitment to the same is essential.

13. Prepare each site for risk assessment maintaining a target compliance rating of 85%.

14. Ensuring that a full set of risk assessments is held at each property and on the Dashboard and actions plans are implemented, diligently and competently at all times. In the event that the Surveyor is preventing a risk assessment from being implemented, this needs to be reported to the Management Surveyor.

15. Ensure all required checklists are completed and uploaded on to the Dashboard, within the appropriate time scales

16. Record utility consumption, at all sites and update Dashboard accordingly.

Tenant Relationships – directly managed property
17. Visit each tenant on a monthly basis or as often as the management surveyor / contract requires and report any issues to the appointed Management Surveyor.

18. Develop a close working relationship with tenant representatives and manage tenant satisfaction and confidence, in Savills service delivery. Ensure that all tenants have relevant contact details for the ADFM and Management Surveyor.

19. Monitor tenant alterations and advise the Management Surveyor of any works noted, to be ongoing on site, of which the ADFM has not been made aware.

20. Advise the Management Surveyor of any changes in tenants occupational status i.e. vacation of space, new occupiers moving in, potential name changes etc.

Operational – directly managed property
21. Inspect all properties on frequency specified by the Management Surveyor, multi lets should be visited at least once a month, although site conditions will often dictate a higher frequency and this should be considered as a minimum attendance level.

22. Ensure that high site standards, in respect of cleaning, repair and presentation are achieved and maintained at all times, within property budgets.

23. 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.

24. Working with the OST team, 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 Management Surveyor and Operations team.

25. Prepare and implement contingency plans, to ensure adequate and suitable site attendance, including cover for holidays, training and sickness

Financial – directly managed property
26. 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 surveyor is aware of all operational needs for each managed property.

27. Provide support to SRFMs, RFMs and AFMs in the setting of their budgets where necessary and ensure all SRFMs, RFMs and AFMs in your area deliver the 1st draft of their budgets on time to the Surveyor

28. First approve 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.

29. Ensure that the Management Surveyor is kept fully informed, as to site issues at all times and to assist with the certifying of expenditure invoices if required.

Additional Duties

30. Production and co-ordination of information, in line with Savills and client requirements.

Additional Responsibilities
1. As a senior member of the Savills team, manage and liaise with all management, technical and administration staff, on strategic and operation/service delivery issues.

2. Establish and implement best practice, whilst ensuring safe working practices, are complied with at all times, in line with Savills policies.

3. Ensure appropriate, clear communication lines are established and maintained with all relevant parties, to include surveyor, accounts team, tenants, suppliers and clients.

4. Attendance at internal training courses are compulsory, as is the self identification of training needs.

5. Take on new sites as requested and efficiently handover sold/lost site to incoming agents.

Candidate Profile:

Essential

Candidates will be required to demonstrate the following:
1. Full UK Driving license.

2. Ability to demonstrate strong commercial acumen and Financial skills, whilst operating as a member of a Senior management team.

3. Strong Leadership skills with a commitment to excellent customer service.

4. Self motivated individual with excellent interpersonal skills.

5. Excellent organizational and time management skills, with an ability to respond to client/ contract deadlines.

6. Excellent communication skills, both written and spoken.

7. Effective People Management skills and an ability to demonstrate involvement of Recruitment & Selection and staff development.

8. Ability to demonstrate a strong strategic vision & proven ability to handle a large number of projects and work effectively with a broad range of customers, suppliers, contractors and property owners.

9. Experience and knowledge of achieving high standards in property management on multi let sites.

10. A good understanding and ability to use the full range of Microsoft applications inc. word, excel and powerpoint & outlook.

11. Knowledge and understanding in preparation of service charge budgets; ensuring agreed times and costs are adhered to.

12. NEBOSH or IOSH qualifications or working towards.

13. Strong overall Management experience in a similar environment.

Desirable

1. Industry recognized professional qualifications (or working towards) such as MBIFM or Assoc RICS.

The candidate attributes above are considered to be non essential, although training will be provided on more technical aspects of the role.

Application Details:

Please apply via e-mail enclosing a CV and your current salary details to:

Dan Eden
DEden@savills.com

and

Matthew Whiteley
MWhiteley@savills.com

Salary details available upon application, commensurate with experience and skills.

You are also invited to complete the following: Equal Opportunities Monitoring Information Form

The Company is an Equal Opportunities Employer. View our Equality and Diversity Policy.

RECRUITMENT AGENCIES NEED NOT APPLY 

 
 

Key contacts

David Eden

David Eden

SMR-RFM

 

Matthew Whiteley

Matthew Whiteley

Associate Director
Out of Town

Savills Manchester

+44 (0) 161 277 7232

+44 (0) 161 277 7232