Job Description

Main Purpose:

To represent Praxis Facilities Management Ltd (PFM) in a professional and exemplary manner at all times acting as an ambassador in all your activities.

Optimise the commercial viability and performance to ensure the efficient and effective management of the Properties under your responsibility through the implementation of management and quality control systems, to deliver the highest level of service to our tenants.

Work with the Property Teams to review service contracts and implement efficiencies to savings across the service charge portfolios.

Work with the Property Teams to identify and implement measures for sustainability across the business space portfolio.

Responsible for the management of services and processes which support the core business, ensuring a suitable working environment for its clients, employees and their activities.

Ensure compliance with all relevant statutory requirements and codes of practice relating to Employment, Health and Safety, Fire Regulations, COSHH, Data Protection Act and all other statutory requirements relating to both the management of the properties and public areas. These requirements are to be implemented in accordance with the instructions given from time to time by PFM or through its Health and Safety/Operational Manual.

Main Duties:

Financial

Deliver financial management, planning, systems and controls. Develop and manage the annual service charge budget mindful of quarterly cash flow Prepare explanatory booklets for tenants and landlord detailing planned expenditure rational Oversee monthly and quarterly reviews and forecasts of the property's financial performance against budget Responsible for overall financial management to ensure expenditure remains in line with budget In conjunction with the Finance team and Head Office prepare an end of year service charge reconciliation and also an end of year report of actual expenditure versus budget to tenants and the landlord, including explanatory notes Ensure that accounting queries are resolved and communicated in a timely manner to both internal and external parties Improve operational systems, process and policies to achieve greater efficiency Identify at the earliest opportunity when exceptional circumstances are likely to impact on achieving budget expenditure and work with the Line Manager to resolve Responsible for accurately preparing and submitting monthly Management Reports and presenting at management meetings if required

Fire, Health, Safety and Risk

Responsible for delivery of a safe and secure environment Responsible for compliance with all statutory Fire and Health and Safety Regulations Responsible for ensuring all action points from Fire and Health and Safety Risk. Assessments are completed in a timely manner Prepare and periodically review and test, a disaster recovery plan working with external agencies to ensure a workable Disaster Recovery Plan is in place Serve as primary point of contact for external enforcement or emergency agencies Ensure that disciplines and monitoring procedures are in place governing all outside contractors working on site Ensure all tenders and working practice documentation complies with current legislation and good practice Achieve effective communication between the property and head office with regular update communication, including management reports Ensure all contractors and tenants are encouraged to develop and maintain good, environmentally-aware working practices

Maintenance and Cleaning

Develop and implement a facility management program including preventative maintenance and life-cycle requirements Conduct and document regular facilities inspections to include vacant property inspections for insurance purposes To record utility consumption within all common and vacant areas of the Property Supervise maintenance and repair of facilities and equipment Oversee facility refurbishment and renovations Plan and manage facility central services such as reception, security, cleaning, catering, waste disposal and parking Implement best practice processes to increase efficiency To ensure that high standards, in respect of cleaning, repair and presentation are achieved and maintained at all times, within the appropriate budgets To ensure the cleaning, maintenance and landscaping specifications are adhered to by all contractors and all works outlined in the specification are undertaken safely, cost effectively and in a timely manner

Contractor Service Provision

To escort visiting contractors when required and ensure the relevant permits to work are available To evaluate existing contractual relationships and ensure that the service provided by contractors is in line with agreed specification To ensure that any shortcomings in service delivery are dealt with swiftly Obtain quotes and tenders from vendors and suppliers calculating and comparing costs for goods and services to maximise cost-effectiveness Negotiate contracts to optimise delivery and cost saving Coordinate and monitor activities of contract suppliers Manage contractors and review service contracts to ensure facility management needs are being met Ensure delivery schedules, quantity and quality criteria are met checking completed work by contractors and vendors Verify payment and invoicing match contract pricing Plan and monitor appropriate facility management staffing levels Ensure efficient utilisation of facility maintenance staff

Management Reporting

To assist and contribute towards maintaining the efficient control of the building energies Prepare & review, in conjunction with the Asset Manager, the service charge budget Generate and present regular reports and reviews of facility-related budgets, finances, contracts, expenditures and purchases Develop and implement cost reduction initiatives Advise on and monitor energy efficiency To ensure appropriate, clear communication lines are established and maintained with all relevant parties

Tenant Liaison

Responsible for planning and delivering a programme of Tenant meetings each year Ensure a system of effective communication between Facilities Management and tenants is in place, building close relationships with all tenants Produce and regularly review Tenants, Contractors and Emergency Handbooks encapsulating the rules and regulations of the properties Represent the property at management and letting meetings if required Serve as primary local point of contact between the properties, their representatives and appointed agents and potential new tenants

Requirements, Skills and Qualifications

Relevant FM qualification or equivalent experience Member of BIFM Competent in Microsoft Office packages to intermediate level Working knowledge of entrepreneurial, fast paced, flexible Retail/Business space/property environment Experience of operational management in a customer service/retail environment, Health and Safety, related legislation and people management Excellent technical knowledge Able to display confidence in conducting meetings with, and prepare detailed reports for senior colleagues Strength and depth of expertise across all disciplines Strong negotiation skills to maximise business potential

Personal Qualities:

To be flexible Friendly, approachable and creating a good impression Able to manage own time and prioritise work Achieve own and company deadlines Ability to prioritise and forward plan
Job Types: Full-time, Permanent

Pay: Up to 45,000.00 per year

Benefits:

Company pension
Schedule:

Monday to Friday
Work Location: In person

Reference ID: PFM81