Assistant Facilities Manager Assistant Facilities Manager

Location: Chalk Farm, North West London (NW1) , NW1 View map Salary: Unspecified Date posted: 30/04/2012 08:00 Job type:Permanent Company: CBS Outdoor Contact: HR/Recruitment CBS Outdoor Ref: Totaljobs Job ID: 53474810
PURPOSE OF THE ROLE:
To support the Head of Facilities with managing the provision of facilities, maintenance and environmental services to a portfolio of offices and warehouses throughout UK and Ireland
OPERATIONAL EXCELLENCE:
Support the Head of Facilities and assist the Facilities team with effectively and efficiently delivering the services and providing the facilities and working equipment to fully meet the companys present and future needs. Deliver value to the Team and the Company through problem solving and exploiting opportunities. Maintain company cultures and values.
INSIGHTS:
Develop and maintain a good, up to date knowledge of the processes, systems and procedures to support the Facilities Teams core activities.Be interested in and aware of the impact the Facilities Team have on the core business.
KEY DUTIES AND RESPONSIBILITIES:
Supplier Management
Manage supplier / service provider relationships, contracts and agreements, including SLAsIdentify unacceptable or poor performance and agree ways of improving performanceEnsure systems are in place to set, gather, analyse and refine supplier performance Carry out regular benchmarking projects to ensure best value
Maintenance
Prioritise, schedule and implement maintenance of property, systems and services Set-up and carry out programmes of regular inspection and maintenance of all M & E, HVAC and lift systemsKeep accurate records of inspections, faults, problems and corrective actions and the costs involved Implement and manage effective procedures and systems for managing building maintenance issuesManage and promptly report on facility related near misses, incidents and emergencies that fall within your area of responsibility
Space Management
Ensure the space needs of the business are identified accurately, prioritised and updated regularlyManage churn, moves and changes within the workplace
Project Management
Ensure FM projects are delivered to time, costs and quality targetsRun a number of projects simultaneously whilst effectively managing day to day responsibilities and operations
Environmental
Introduce and manage controls and methods to minimise environmental damage Manage and monitor energy usage
Risk Management
Within your areas of responsibility identify risks and estimate their likelihood and possible impact to the businessDevelop and manage a plan to mitigate, transfer or avoid the consequences of risk to the businessAssist with the development and implementation of the Business continuity and Disaster Recovery programWithin your areas of responsibility ensure legal, regulatory, internal policies and codes of conduct are complied with
Monitor and Report
Develop and manage systems for collecting resource usage Extract and provide accurate reporting on income / expenditure detail from relevant resourcesPrepare exception reports to identify matters which require further investigationConstruct clear and appropriate management reports
Health and Safety
Manage departmental Health and Safety systems including maintenance of record
PERSON SPECIFICATION
COMPETENCIES:
Leadership:
Empowers individuals and teams to be accountable in decisions and delegates activities whilst ensuring quality, on-target outcomes. Provides candid, constructive feedback to staff to drive high performance.Establishes an inclusive atmosphere to build high levels of engagement.Interacts personally and sensitively with others and exudes a team spirit. Assumes personal responsibility and takes the initiative on appropriate decisions.
Strategic Thinking:
Translates the vision into a strategic framework with clear, achievable steps for implementation using departmental knowledge and a broad understanding of the business.Identifies strengths and weaknesses of a particular approach and is able to suggest modifications that add to the overall strategic plan. Examines issues from a broad perspective, considering impact beyond immediate scope.Modifies plans accordingly to respond to new information.Identifies gaps/inconsistencies between the strategy and how it is being carried out. Develops solutions to keep things on track, speed implementation and create results.
Innovation:
Mitigates risks associated with the introduction of different approaches.Recommends significant changes and developments to existing plans to executive management.
Critical Thinking:
Identifies solutions, assesses each by performing cost-benefit analysis, makes appropriate risk-reward decisions based on business strategy.Draws on own and others knowledge and experience and applies judgement to help solve problems.Considers the impact of decisions on others and makes timely decisions.Makes complex analysis based on economic and commercial considerations.
Effective Communication:
Leads and controls meetings and teams with clarity and precise use of language and direction.Conveys messages in an impactful, candid and credible manner through a variety of communication channels.Gains respect and attention and is able to influence others to accomplish desired results with compelling messages.Deliver messages tailored appropriately for the audience.Ensures regular communication forums.Challenges in a compelling and tactful manner.
Client/Partner Focused:
Understands and articulates customer needs and expectations and translates these into departmental and business responses.Understands how customers perceive our business versus that of competitors.Initiates, understands and responds to detailed analysis of client needs and priorities in order to set and maintain a competitive advantage for the business.Establishes clear customer satisfaction measures/standards, and maintains focus and accountability against them.Establishes strong client intimacy in order to be aware of needs and opportunities.Is insightful about the current market-place, through maintenance of strong formal and informal network/relationships.
Collaboration:
Manages potentially conflicting priorities and focus to reach a positive outcome for all.Listens and respond positively to challenge, compromise and makes win-win decisions in order to achieve.Works with, and through other managers on projects and tasks, and seeks input and advice from colleagues.Proactively seeks and shares best practice and learning from self and peers.Raises difficult issues with colleagues and develop positive outcomes.Shares information and resources readily; avoids and actively discourages inter-departmental conflict and controversy.
Achieving Results:
Develops appropriate metrics to assess business performance.Steers and directs their team to maintain focus and accountability on priorities and goals.Quickly assimilates new challenges and problems into team workload and sets clear objectives for task completion.Maintains relentless focus on maximising revenues and profits.Being aware of the need to minimise costs and constantly seeking way to improve business efficiency.
PERSONAL CHARACTERISTICS:
Comfortable working autonomously when needed but also a strong team worker.Can maintain composure and behavioural standards in difficult and stressful situations Proactive and diplomatic in dealing with day to day problemsHighly organised and methodical with good time management skills and excellent attention to detailAbility to work effectively with people at all levels, patiently, calmly and tactfully.Flexible and able to provide emergency cover or work outside of normal office hours at short noticeWell presented Have a good level of English spelling and grammar Able to think on own feet Ability to adapt and be flexible within working environment due to ever-changing workloadApproachable and hardworking Confident, enthusiastic and self-motivatedGood sense of humour Trustworthy and reliable
EXPERIENCE:
Substantial previous experience as a multi-site Assistant Facilities Manager EssentialExperience of managing multi-site Facilities Management contracts EssentialHighly experienced in delivering maintenance services to a plan using both an in-house workforce andexternal contractors EssentialExperienced in developing and managing SLA's and performance management tools EssentialExperienced in using computerised Building Management Systems - DesirableExperienced in environmental & energy management - DesirableHas skills and experience to develop an effective FM help and support desk strategy and deliver it EssentialHas an understanding of property law, including commercial leases and service charge budgets - DesirableUnderstands basic financial principles and their application including balance sheets, budgets, accruals and forecasting - DesirableHas experience with BC and DR planning - DesirableExperience of contract negotiation EssentialExperienced and confident with presenting Essential
QUALIFICATIONS:
Highly computer literate including Word, advanced excel and Power point Essential Hold a professional body membership(BIFM) - EssentialHold a recognised Health and Safety qualification (IOSH, NEBOSH) - EssentialHolds a valid driving licence Essential