Building Manager - 11 Brindley Pl Birmingham B1 2LP

The Role

The Building Manager, will be responsible for all aspects of the day-to-day management and of first class service delivery of cleaning, security, reception, postal services, service desk, IT services, telephone and administration. This individual will also support the Facilities/Regional Facilities Manager and Property & Asset Manager whenever necessary.

Key Deliverables

MAIN ACCOUNTABILITIES:

·       Maintain and manage the client’s property in a cost efficient manner.

·       Protect the interests of the client / Workman as their representative and conduct any facilities/building related business in a professional and business-like manner at all times.

·       Total familiarisation with all layouts and systems for the building.

·       Liaise with the Facilities/Regional Facilities Manager to ensure compliance with all H&S regulations and legal requirements at the building.

·       Ensure that staffing levels are adequate and provision is made for emergency and out of hours cover.

·       Maintain the highest standards of professionalism and Facilities and Property Management at all times.

Areas of Responsibility

FINANCIAL

·       Assist in the setting of the annual service charge budget identifying works required and obtaining contractor costs, monitoring of the service charge budget and spend.

·       Check and sign off contractor job sheets, making sure that works are complete beforehand.

·       Ensure any communication received for the property is forwarded to your immediate superior in a timely and efficient manner.

·       Conduct regular contract reviews and undertake tender and benchmarking exercises to ensure value for money is being delivered.

CONTRACTORS AND STAFF

·       Supervise the provision of services, having regard to the standards required. These supervisory responsibilities to include (but are not limited to):

i                 Maintain an appropriate security ‘culture’ for the building.

ii                Ensure that the air conditioning and heating systems perform consistently in liaison with consultants and contractors.

iii               Ensure that standards of cleanliness / tidiness in the property are kept at a high standard and that the finishes are maintained in accordance with manufacturers’ requirements.

This will include regular meetings and inspections with both contractors and consultants.

·       With approval of the FM/Property & Asset Manager, instruct contractors responsible for Planned Preventative Maintenance work, ensuring work is within budget and completed on time.

·       Seek greater efficiencies and better work practices in order to improve the quality of service delivery to occupiers. For the avoidance of doubt, no contract documentation is to be signed by the Facilities or Building Manager.

·       Monitor and assess the performance of contractors at the property and report any shortcomings to your immediate superior.

·       Ensure that all work carried out is in accordance with current Health & Safety at Work legislation and issue Permit(s) to Work where needed.

·       Ensure that all call outs are dealt with efficiency and promptly, as well as keep all occupiers / contractors / consultants updated on progress.

·       Arrange any appropriate training courses in consultation with the Facilities Manager.

OCCUPIERS

·       Maintain good relations with all occupiers, and manage the building with regard to occupiers’ needs and the philosophy of comprehensive occupier care encouraged by Workman

·       Organise, and attend where appropriate, occupier meetings at the property, in consultation with the Property & Asset Manager.

·       Respond to day-to-day enquiries, which arise from whatever source in respect of the daily operation of the property.

·       Where appropriate, assist in management of any occupiers’ proposed work / alterations to their demised area, and assist the Property & Asset Management surveyor / FM in co-ordinating and controlling the approval of the proposed works, in liaison with all interested parties, including external contractors and consultants. Ensure that contractors’ rules are issued and followed and any protection of common parts and pre-condition surveys are completed.

·       Advise the Property & Asset Manager of any breach of lease by the occupiers and giving regular reports on the operation of the portfolio.

·       Attend monthly meetings and other such meetings as may be necessary in the interest of good and efficient management.

·       Provide any information held on-site of a nature likely to be required in the event of a dispute between Landlord and Tenant and assisting in settling any dispute when required.

REPORTING

·       Report to the FM on condition of Health and Safety compliance within your building(s).

·       Proactive management of compliance levels on both Workman as well as all H&S systems. Minimum 97% compliance levels to be achieved at all times.

HEALTH & SAFETY

·       Ensure safety, evacuation and disaster recovery plan procedures are in place and up-to-date at all times across your property.

·       Ensure you, and any on site staff, are fully conversant with Workman, Safety, Health & Environmental (SHE) policies and any operational procedures made under these relevant to their role. That they will meet the responsibilities specified within this documentation as it relates to them.

·       Ensure that appropriate risk assessments are carried out and managed as specified by policy using Workman’s documentation management system.

·       Undertake regular checks of contractor site log books and to ensure that all H&S records are being correctly maintained and are fully up to date and complete at all times.

·       Responsible for the care of the H&S of yourself and of other persons who may be affected by your acts or omissions at work.

·       Represent Workman, so far as is necessary to enable the Company to comply fully at all times with its legal duties regarding health, safety, compliance and welfare matters.

·       Report all accidents involving injuries and illness verbally to your immediate superior and if applicable a First Aider, and record the incident in accordance with the Company’s Health & Safety policy.

·       Inform the FM/Property & Asset Manager immediately of any work situation which you reasonably consider to represent a serious and immediate danger to any person, compromising Health & Safety, or represents a shortcoming in Workman’s Management arrangements for health and safety.

·       Never to perform work you are not qualified to do or have not been properly trained for.

·       Seek medical treatment for all injuries you sustain (no matter how slight they appear).

·       If required, to co-operate fully and promptly with any accident investigation.

·       Be available on a daily basis to deal with all matters arising from your Property.

OTHER

·       Act within the authority delegated by Workman.

·       As requested, any other duties necessary in the interest of the smooth and efficient running of the building.

·       Ensure all duties and responsibilities are executed to the industry’s ‘Best Practice Standards’ and best practice at all times.

·       To be available out of ‘normal’ working hours and at short notice if the needs of the building so require.

·       Prior experience in managing buildings undergoing refurbishments whilst fully occupied.

·       Ability to take part and actively contribute to project team meetings.

·       Seek to understand and achieve the Client’s aspirations for the building

Roles and Responsibilities

Financials

·       May have budget and cost control responsibilities

·       Has an awareness of the property budget and client objectives

Clients and Business Development

·       Is proactive in building relationships with Tenants and responsive and helpful to external clients

People

·       Active team player

·       Will manage a team of Workman’s employees if required

·       Shares expertise with colleagues

·       Proactively communicates to colleagues and others