Job Description

Working Hours - 9am-5.30pm, Monday - Friday
Location - Portsmouth (on-site)
Salary - 35,000
At Encore, we're here to make residential property management feel personal, thoughtful, and seamless. Since we opened our doors in 2004, our mission has been simple: to deliver an outstanding experience for every customer, with genuine care at the heart of everything we do. We don't just look after buildings, we look after the people who call them home, treating each property as if it were our own.
The Encore culture not only attracts the brightest talent, but also industry recognition as we've been awarded Employer of the Year on many of occasions. Our ambition is to be regarded as the most professional managing agent in the country - with a team of exceptional people who are energised by what they do. Were all about communication, collaboration, teamwork - and having fun while we work. By creating an inviting environment for our people to be inspired, learn and flourish can make all the difference.
The Role
The Facilities Manager is to be responsible for maintaining the quality standards of a prestigious residential development. The Facilities Manager will take responsibility for aspects of the development including liaising with the external supplier of concierge service for site-based staff, overseeing planned and reactive maintenance including contractor management, ensuring the communal areas are well presented, and providing an exceptional level of customer service to all residents and visitors to the development.
What You'll Do
In all areas, ensure that company policies and procedures are consistently applied to required standards.
Outcome 1: Building Management "Protecting the value of the owners' homes"

• Perform regular quality inspections/site walk arounds, inspecting all internal and external communal areas on a daily basis for cleanliness, checking for any faults to equipment, any damage to the building and any health and safety risks.

• Manage contractors, monitoring the work and performance of contractors on site, including approving and assessing all maintenance work, ensuring contractors are working safely and administering signing-in/out procedures.

• Co-ordinate planned maintenance, working with the Estate Manager to ensure that items identified on the Planned Maintenance Schedule are undertaken on time and to the required standards/guidelines.

• Be responsible for stock management, managing the purchase of day-to-day items (e.g. lamps and cleaning materials) and ensure stock levels are maintained.

• Facilitate the collection of meter readings for communal utilities.
• Oversee system testing around the building (including services such as emergency lighting, fire alarm systems/smoke vents and lift emergency lines and weekly alarm tests).

• Ensure residents use the correct parking bays and assist with any parking-related issues.
• Monitor and access the CCTV system as required.
• Engage, timetable and oversee all contractors, both routine and non-routine for minor work and repairs within the development
• Provide a 'hands on' presence where needed to keep the development clean and tidy.
• Assist the Estate Manager with the preparation of budgets
• Be fully conversant with the Lease Agreements especially the rules and regulations of the estate.
• Ensuring that service charge funds are not spent in services on premises that have been demised to leaseholders (ie. inside apartments) and therefore their responsibility.

• Be responsible for refuse management - through existing staff or external contractors, he or she will maintain the refuse stores; ensuring rubbish is moved into the correct bins, sweeping/washing floors and bins and ensuring the bin stores area accessible on collection days.
• Provide input to the Estate Manager for Directors meetings, queries and resident communication.
• Assist the Estate Manager when retendering of annual contracts and contractor performance is being considered.

Outcome 2: Day-to-day Maintenance & Repairs

• Request quotes and issue work orders.

• Arranging repairs with contractors and follow up to completion.

• Follow up emergency repairs which happen out of hours.

• Replace blown bulbs within communal areas on a daily basis.

• Carry out minor maintenance tasks such as adjusting doors/hinges, door closers and handles.

• Follow up communication with resident when reactive repairs are completed.

What You'll Bring
Experience

• Experience of managing prestigious developments. Your experience may be in the residential block management or hospitality sectors. We are also happy to consider those with an armed forces background.
• Experience of leading, mentoring, coaching and developing a team.
• Experience of contractor management including approving and assessing all sub-contractor works.
• Some experience of financial management would be desirable.

Skills

• Excellent time management and prioritisation of tasks: knowing which items should be addressed first, while ensuring everything gets done.

• Excellent people skills: Building good relationships with the residents and the client (Managing Agent). Ensuring he or she is well presented at all times; wearing the company uniform.
• Excellent communication skills: both verbal and written, with the ability to communicate effectively with others.
• Good computer skills: be competent in the use of Microsoft Office (Excel, Word and Outlook) and computer programmes in general.

Why Work with Us?:

• 24 Days Annual Leave (Inclusive of Bank Holidays)
• Birthday or closest working day, day off

• Cycle to Work Scheme
• MediCash
• SmartHealth - Online health services for you and your immediate family.
• Eye Care Vouchers to support your well-being.
• Perkbox Rewards to enjoy exclusive offers.
• Company Social Events
• Pension Plan

Skills Required