Facilities Manager - Marylebone

Job Title:

Facilities Manager Department:
Property & Asset Management Sub-Department/Team:
Facilities Management

Location:

Marylebone, London

Reports to:

Head of Facilities Management Direct Reports:
Maintenance Supervisor

About the Company:

The Howard de Walden Estate (HdWE) owns one of London’s largest and most prestigious estateswhich it manages on behalf of the Howard de Walden family. The Estate owns, manages, and leasesapproximately 850 properties within 95 acres of Marylebone and is highly diversified spanning fivesectors: healthcare, offices, residential, retail and education.

About the role:

To lead and support the Facilities Management (FM) team in delivering facilities management services to best practice standards, ensuring compliance with current regulations and legislation across the Estate. The Facilities Manager will take ownership of maintaining the highest standards of property management and service delivery for occupiers, while collaborating closely with the Property & Asset Management department to meet Estate-wide objectives.

What you will do:

• Ensure the on-site management of the building(s) is undertaken in accordance with HdWE polices,processes and procedures. Identify gaps in processes and seek to improve them to ensure best practice.
• Manage properties within the Estate throughout their lifecycle prioritising safety, compliance,maintenance, and improvements, to create a secure and functional environment for the business,colleagues, tenants, and other stakeholders.
• Ensure the collection and monitoring of O&M manuals, warranties, PPM schedules, asset registers,and other documentation required to ensure maintenance is delivered to the required standards.
• Lead the FM team in the delivery of hard and soft services across the Estate, with a sound understanding of the purpose and general operation of mechanical and electrical equipment withinproperties.
• Engage with tenants, offering assistance and guidance in connection with the day-to-day operation of the building(s), in support of occupier matters.
• Understand the principal terms of lease agreements as they affect the facilities management of the property, and HdWEs obligations to provide services, including clarity communal services andmixed-use buildings.
• Be available to attend the building(s) during emergencies and adhere to HdWEs escalation andout-of-hours processes. Follow incident reporting protocols as required.
• Support the financial management of the Estate, ensuring alignment with HdWE objectives and meeting quantified targets, through preparation and reconciliation of service charge budgets,monitoring and allocation of spending, raising work orders and processing invoices, as applicable.
• Maintain a high level of current Health and Safety knowledge and collaborate with the Health and Safety department to ensure accurate completion of compliance activities. Actions raised areinstructed, recorded, and completed utilising Dynamics 365 (D365).
• Work closely with the Sustainability department to support HdWE’s environmental, social and governance objectives, assisting with compliance and aiming for a net-zero carbon future.
• Collaborate with Procurement in the onboarding of suppliers and services within the Estate in accordance with HdWE’s procurement policy. Regularly review accredited contractors, tender as required and implement contracts and framework agreements as needed.
• Lead the in-house Maintenance Team via the Maintenance Supervisor, ensuring effectivesupervision of the Maintenance Technicians, and ensure that all planned, reactive, and out-of-hoursmaintenance activities are delivered to the required standard, with team productivity, resourceutilisation, and cost efficiency monitored through D365.
• Manage external service providers to ensure a professional delivery for the best value. Monitorcontractor performance against agreed standards/KPIs to ensure the highest standards for the bestprice. Hold progress monitoring meetings, review service agreements as appropriate and ensurethe correction of under-performance issues.
• Review quotations and manage minor works to ensure value for money, obtaining approval, when necessary, before work is instructed. Ensure works are completed safely, on schedule and to the required quality and cost.
• Visit sites and inspect properties according to agreed operational requirements. Ensure any actionsidentified are raised, recorded, and addressed in a timely manner.
• Liaise with and assist the Project department on refurbishments or major works as they affect siteoperations and maintenance.
• Support due diligence enquiries on lettings, acquisitions, and disposals from a facilities perspective.
• Assist in monitoring vacant/void properties in conjunction with HdWEs insurance and H&S policies.
• Work with the Insurance department to submit claims and manage the completion of requiredworks, in accordance with HdWE’s insurers and insurance procedures.
• Become fully conversant with HdWE systems, including MRI, D365 and M-Files utilising…