Residential RFM (Maternity Cover) - London City Office

Purpose of the Role

To support the Property Management team in the delivery of high quality property management service for the benefit of Savills clients and tenants.

Responsible for managing the facilities of a portfolio of buildings, providing excellent client and tenant service, and building administration.

Risk management and contractor service is a key activity ensuring full compliance with building statutory requirements through regular inspection and audit. A recognized H&S qualification by examination is required, and it is expected that employees will be able to demonstrate experience and / or working towards a professional qualification such as MBIFM.

Key Responsibilities

1. Ensure that the Operation Reporting System (Compass) and Health & Safety (Datastation) systems are up to date and complete at all times and where it is the responsibility of Building Managers, to oversee that this is carried out.

1. Ensure compliance with all legal and statutory requirements, including S20 Consultation and compliance. IOSH qualifications or commitment to the same is essential.

1. Prepare each site for risk assessment, maintaining a target compliance rating of 95% or above.

1. Ensuring that a full set of risk assessments is held at each property and on Datastation and actions plans are implemented, diligently and competently at all times. In the event that the Property Manager is preventing a risk assessment from being implemented, this needs to be reported to the Client Relationship Manager (“CRM�).

1. Ensure that required checklists are completed and uploaded on to Datastation, within the appropriate timescales.

1. Monitor all site personnel on a day to day basis and feedback any performance or conduct issues to the relevant Property Manager.

1. Develop a close working relationship with resident representatives such as Residents Associations or Resident Management Companies and manage resident satisfaction and confidence in Savills’ service delivery. Ensure that all residents have relevant contact details for the Regional Facilities Manager and Property Manager. Ensure regular catch ups are carried out with the GM’s & SPM’s

1. Inspect all properties on frequency specified by the Property Manager, although site conditions may dictate a higher frequency than prescribed. In the event of emergency situations, act as first point of contact, attend the property as soon as feasible and report back to relevant personnel.

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

1. Source quotes for insurance claims purposes, instruct and manage repairs and maintenance using the relevant CAFM systems. Review on a weekly basis open maintenance jobs and ensure these are closed out in accordance with KPI’s.

1. 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 Property Manager and Procurement & Contract Management Team.

1. Tender, procure and manage maintenance agreements in accordance with Savills procurement strategy/policy.

1. Monitor contractor performance and quality of works conducting random spot checks, providing feedback on performance via the relevant CAFM systems and service line champions.

1. Monitor project works and keep the Property Manager up to date on progress and issues.

1. Liaise with team support staff regarding licenses to alter, be alert and report visible works within apartments. Monitor leaseholder alterations and advise the Property Manager of any works noted of which the Regional Facilities Manager has not been made aware.

1. Approve expenditure invoices acting as first approver for all expenditure invoices, track spend against budget through the service charge year and advise the Property Manager of any deviations from budget (positive or negative) in early course.

1. Ensure that the Property Manager is kept fully informed as to site issues at all times and hold face to face meetings with the office based property management teams on a regular basis. Attendance at internal meetings as required.

1. Production and co-ordination of information, in line with Savills and client requirements. Manage and liaise with all management, technical and administration staff, on strategic and operation/service delivery issues.

1. Manage and liaise with all management, technical and administration staff, on strategic and operation/service delivery issues.

1. Establish and implement best practice, whilst ensuring safe working practices are complied with at all times.

1. Ensure appropriate, clear communication lines are established and maintained with all relevant parties, to include property managers, accounts team, residents, suppliers and clients.

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

1. Mobilisation of new sites as requested and efficient hand over of sold/lost sites to incoming agents.

1. Efficient and thorough handover of existing sites between RFM’s as and when required by a reallocation of the portfolio.

1. Deliver ‘Toolbox Talks’ to onsite staff and notify onsite staff of new procedures and regulations.

1. In the event of emergency situations, to act as first point of contact for Savills Helpdesk/National Operations Centre, attend the property as soon as is possible and report back to relevant personnel, whilst co-coordinating third party stakeholders, to reach a speedy resolution.

QUALIFICATIONS, SKILLS AND EXPERIENCE

• Proven Residential Facilities Management, with at least 5 years’ experience with multi sites
• Knowledge of managing hard and sofa services
• H&S Qualifications – IOSH
• Intermediate Microsoft Office knowledge
• Excellent communicator and contractor relationship skills
• Good time management and organisation skills
• Excellent attention to detail skills
• Good team player

The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation and the overall business objectives of the organisation.

Skills, Knowledge and Experience

Candidates will be required to demonstrate the following:

1. Self motivated individual with excellent interpersonal skills.

1. Excellent organizational and time management skills with a degree of flexibility.

1. Ability to handle a large number of projects with a broad range of customers, suppliers, and property owners.

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

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

1. Understanding of the section 20 consultation process

1. NEBOSH or IOSH qualified.

1. Strong overall experience in a similar environment.

1. 9. Full driving license

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Please see our Benefits Booklet for more information.