Site Facilities Manager

Overview

Our small Canadian-born business was founded in 1978 and has become a global organization that now spans 120 locations across 20 countries. We are a global commercial real estate advisory firm with a simple aim: for real estate to play a leading role in creating vibrant buildings, cities and places that deliver long-lasting social value and economic impact. We believe that the places in which we live, work and play have the power to make us happier and healthier, and we are united by a shared sense of purpose to have a positive impact on people’s lives.

Why work for us: we are changing with the industry and aim to be a melting pot of curious minds, passionate hearts and strategic intelligence. Collaboration is embedded in the way we work, and our people have the autonomy to collaborate on client relationships, engage teams across the business, lead operations, work on projects, participate in strategy and contribute to our growth.

Our Principal-led, privately-owned model offers employees the opportunity to own a share of our business and, for eligible people, to become a Principal with voting rights in the future direction and operation of the company.

• The Facilities Manager undertakes to comprehensively manage, plan and coordinate the physical and environmental conditions within the property. Reports directly to the Senior Facilities Manager. Responsibilities include but are not limited to:
• Ensure all services necessary for the full and effective operation of the buildings in accordance with lease provisions and as directed by the Management Surveyor.
• Prepare, monitor and reconcile service charge budgets in accordance with the RICS Code of Practice.
• Engage regularly with occupiers, keeping them informed of works and services; maintain updated tenant contacts, key holders and fire safety responsible person lists.
• Deliver excellent customer service to occupiers and clients.
• Regularly inspect buildings and common parts; record issues and actions.
• Proactively manage tenant fault reporting and day-to-day issues.
• Manage the performance of the Avison Young Service Desk to ensure interaction with service providers, timely reporting and closure of tasks in line with SLAs & KPIs.
• Assist with Wayleave Agreements and Licence to Alter as required.
• Assist Management Surveyors with formal written reports and attend client meetings as required.
• Monitor energy and water consumption and champion sustainable operation of properties.
• Establish cooperation with local authorities and relevant organizations for successful building operation.
• Manage the Key Handling process with proper records and staff briefings.
• Work with Front of House to ensure adherence to policies, procedures and QA.
• Participate as a member of the wider AY WEM FM team, sharing knowledge and supporting colleagues.

• Attend regular supplier review meetings and take ownership of contract performance; inspect site records and contracts regularly.
• Monitor performance, attendance, cost and value through SLAs and KPIs.
• Assist the Senior Facilities Manager with benchmarking value and contract suitability on a regular basis.

• Ensure safety records, statutory inspections, reports and documentation are kept up to date at properties.
• Report unsafe acts/defects immediately; ensure necessary documentation is on site and compliant in all areas.
• Oversee fire precautions; monitor weekly fire alarm tests, emergency lighting, sprinkler valves and drills.
• Ensure management of Health and Safety risks, asbestos, fire, legionella, on-site logbooks, safety records and permits to work.

• Review energy consumption levels with the energy consultant and AY WEM Environmental Policy; conduct regular property audits and develop plans for building enhancements, security and energy savings.

• Issue instructions for ten-year service charge plans; determine priorities for repairs, enhancements and modifications in line with the five-year plan and in agreement with the Head of Facilities Management.
• Approve expenditure within authority levels and monitor service charge expenditure across properties.
• Assist in…