Job Description

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 effective financial management, planning, systems, and controls. Develop and manage annual service charge budgets, with close attention to quarterly cash flow. Prepare explanatory booklets for tenants and landlords detailing planned expenditure rationale. Oversee monthly and quarterly budget reviews and forecasts. Ensure overall expenditure remains within approved budgets. Prepare end-of-year service charge reconciliations and reports, including fire, health, safety, and risk summaries, in conjunction with Finance and Head Office. Resolve accounting queries promptly with internal and external stakeholders. Improve operational systems, processes, and policies to increase efficiency. Identify risks to budget delivery early and work with the Line Manager to resolve. Prepare and submit accurate monthly management reports and present at meetings where required.

Fire, Health, Safety and Risk:

Ensure delivery of a safe and secure environment. Ensure compliance with all statutory fire and health and safety regulations. Ensure all actions arising from risk assessments are completed in a timely manner. Prepare, review, and test disaster recovery plans in conjunction with external agencies. Act as the primary point of contact for emergency and enforcement agencies. Ensure appropriate monitoring and discipline for contractors working on site. Ensure all tenders and working practices comply with legislation and best practice. Maintain effective communication between site and head office through regular reporting Encourage environmentally responsible working practices among contractors and tenants.

Maintenance and Cleaning:

Develop and implement a facilities management programme including preventative maintenance and lifecycle planning. Carry out and document regular facilities inspections, including vacant property inspections for insurance purposes. Record utility consumption across common and vacant areas. Supervise maintenance and repair of facilities and equipment. Oversee refurbishments and renovations. Plan and manage central services including reception, security, cleaning, catering, waste management, and parking. Ensure high standards of cleaning, repair, and presentation are maintained within budget.

Maintenance and cleaning:

Develop and implement a facilities management programme including preventative maintenance Carry out and document regular facilities inspections Conduct vacant property inspections for insurance purposes Record utility consumption across common and vacant areas Supervise maintenance and repair of facilities and equipment Oversee refurbishments and renovations Manage central services including reception, security, cleaning, catering, waste and parking Ensure high standards of cleaning, repair and presentation are maintained within budget

Contractor service provision:

Ensure service specifications are met safely, cost-effectively and on time Escort contractors and ensure permits to work are in place where required Review contractor performance and address service shortfalls promptly Obtain and compare quotes and tenders Negotiate contracts to optimise service delivery and cost savings Coordinate and monitor contractor activities Verify invoices against contract pricing and completed works Plan and monitor appropriate staffing levels and utilisation

Management reporting:

Prepare and review service charge budgets with asset managers Produce regular reports on budgets, contracts, expenditure and performance Develop and implement cost reduction initiatives Monitor and advise on energy efficiency and building energy control

Tenant liaison:

Establish and maintain clear communication channels with tenants and stakeholders Plan and deliver a programme of tenant meetings each year Build strong relationships with tenants through proactive engagement Produce and regularly review tenant, contractor and emergency handbooks Represent the property at management and letting meetings when required Act as the primary local point of contact for tenants, agents and prospective occupiers

Requirements, skills and qualifications:

Relevant facilities management qualification or equivalent experience Member of BIFM or equivalent Intermediate proficiency in Microsoft Office Experience in a fast-paced retail or business space environment Strong background in operational management, health and safety and legislation Excellent technical knowledge across facilities disciplines Confident communicator with senior stakeholders Strong negotiation skills and commercial awareness

Personal qualities:

Flexible and adaptable Friendly, approachable and professional Strong time management and prioritisation skills Able to meet deadlines Forward-thinking with the ability to plan and prioritise

Values

Professionalism

| We consistently seek to exceed expectations. Our people can express themselves fully while upholding the highest standards of conduct, competence, and integrity.

Ownership

| Every asset, challenge, and opportunity is treated as our own. We deliver all real estate services in-house -- never outsourcing responsibility, accountability, or blame.

Entrepreneurialism

| We challenge convention and champion imaginative solutions. Rigorous debate is encouraged, and everyone is empowered to make decisions that elevate performance.

Meritocracy

| Results, hard work, and strong ideas matter more than age, tenure, or titles. We are a diverse team that collaborates openly so each person can reach their full potential.

Action This Day

| We do not defer or delay. Anything that can be done today, is done today.

About Praxis Facilities Management

Praxis Facilities Management Ltd ("PFM") provides the necessary on-site services to Praxis Real Estate Management managed properties which includes 400+ directly employed individuals covering management, operations, marketing, security, administration, maintenance, and cleaning.