Facilities Manager, London

Facilities Manager, London

Salary range: £23,250 - £31,650 a year (inclusive of London Weighting Allowance at £2,991 a year), depending on skills and experience.

Working hours: Full time working 37.5 hours a week, Monday to Friday between 8am to 6pm. Some flexibility required according to needs of the business, with some occasional weekend work.

Location: The Foundry, 17 Oval Way, London, SE11 5RR, with some travel within the UK.

Start date: As soon as possible

Closing date: 9am on Monday 4th December 2017

Interview date: Monday 18th December 2017 held at The Foundry, 17 Oval Way, London, SE11 5RR

The Ethical Property Company

We are changing the way society benefits from property. We are one of the UK’s leading social businesses, managing a variety of workspaces including office, retail, meeting/event spaces as well as studios and educational spaces, that are used by some of the UK’s most influential and creative charities, not-for-profits, voluntary groups and small enterprises. In our 23 Centres across England, Scotland and Wales, we support approximately 1,000 organisations per year. We are proving that business can have a social impact, care for the environment and be profitable.

Each Centre is managed to a high environmental standard and we encourage the use of public transport and the sharing of resources wherever possible. Tenant contracts are flexible and transparent and we ensure that our processes and procedures are simple and efficient, allowing tenants to focus on their individual objectives.

While we are driven by social and environmental values, making a profit is an essential element of our business model. We pay a regular dividend to our shareholders and manage our Centres to increase their long-term value, with a view to attracting additional investment that will enable us to grow, and support more organisations.

We have ambitious plans for growth, aiming to at least double the size of our portfolio and impact by 2020. In order to achieve this we must ensure that we have the right people to enable us to expand whilst continuing to deliver a high standard of services to our customers.

The Foundry

Formerly a shoe-polish factory which has been redeveloped, and opened in 2015 into a beautifully light and spacious work, meeting space and conference venue, that is also home to around 30 social justice and human rights focused organisations. It is our RIBA award winning centre in London, and received the BREEAM 'Excellent' rating. The centre is managed by Ethical Property on behalf of the Social Justice and Human Rights Centre Limited.

Our Commitment

We are committed to providing an enjoyable, relaxed and productive working environment. Equally, we expect that our employees are serious about the commitment they make to the company and their colleagues.

Job Description

The Facilities Manager supports the Centre Manager, who is responsible for the day-to-day management of The Foundry, under the overall supervision of the Regional Manager for the South East. The Facilities Manager will be expected to contribute to the running of the centre as a whole.

You will play an important role supporting the Centre Manager in servicing the conference users and office tenants.

You will work closely with the other members of the team who are collectively responsible for providing professional, safe and appropriate space and facilities for the centre’s users. The Facilities Manager will also work with colleagues based in the company’s Head Office to ensure that the building is managed in accordance with our principles of best practice in ethical property management. The Facilities Manager reports to the Centre Manager.

As Facilities Manager, your responsibilities will include, but not limited to:

Compliance with health and safety legislation and good practice, including:

· Carrying out risk assessments and fire risk assessments, and ensuring that any resulting actions are carried out in a timely manner;

· Fire safety procedures including testing of fire safety systems and carrying out bi-annual fire evacuations;

· Ensuring the building is safe, pleasant, accessible and that the services are functioning;

· Conducting and keeping a clear and accurate record of, weekly inspections of buildings.

Line Manage a small team of Facilities Support Assistants (FSAs)

· Managing the day-to-day work of the Facilities team;

· Ensuring staff have regular supervisions;

· Lead, develop and motivate staff;

· Setting up (or assisting / supervising the FSAs) furniture and Audio Visual and Information Technology in conference and meeting rooms;

· Carrying out (or assisting / supervising the FSAs) small-scale maintenance tasks including re-painting offices, basic plumbing, small-scale carpentry, key cutting, waste disposal, etc.

Building improvements and maintenance

· Responsible for ensuring an ethical negotiation, procurement and managing of Service of agreement levels. Updating and maintaining supplier contact database and summary sheets.

· Investigating day-to-day building-related problems (ranging from boiler/heating breakdowns, leaking roofs and blocked toilets, to alarm activations etc.), and devising timely and cost-effective solutions in consultation (as necessary) with the centre manager, contractors and tenants;

· Organising and overseeing planned preventative maintenance works and facilities service delivery (such as mechanical and electrical services, fire safety systems, building fabric, security), liaising with contractors and tenants to ensure timely completion and minimum disruption;

· Keeping up-to-date maintenance and service records and a building manual for each building;

· Building strong working relationships with contractors in specifying works, tendering, monitoring progress and approving invoices on completion;

· Helping to monitor and reduce energy and water use in the buildings;

· Making suggestions on how to improve management and delivery of maintenance and services to tenants, and how to achieve the company's financial, social and environmental objectives.

Communications

· Acting as a point of contact for tenants to report maintenance and other building related issues;

· Acting as a point of contact for conference users to resolve problems that arise during their meetings;

· Establishing and maintaining excellent communication with tenants and centre users to help ensure their satisfaction with the building and services;

· Keeping records of maintenance work reported and carried out, to enable accurate reporting to the relevant Board on performance against targets.

Undertaking the building-related aspects of tenant moves, including:

· Working with incoming tenants to determine and undertake any works required before they move in;

· Redecorating offices when vacant and liaising with contractors on other works as required;

· Assisting our IT company with setting up and managing phone systems and simple computer networks.

Other responsibilities include:

· Assisting the Centre Manager with other duties that may be required from time to time;

· Making suggestions on how to improve management and delivery of maintenance and services to tenants, how to achieve the company's social and environmental objectives, etc.;

· Working to improve the company's social and environmental objectives;

· Attending company-wide events such as Equality and Diversity Training, Company Induction Day, the annual employee conference, etc.;

· Other duties as required, in line with the role.

When carrying out all the above responsibilities you will be expected to identify and implement solutions which are good value, balancing financial, environmental and social considerations in accordance with the ethos of the company.

Person Specification

This is a busy, demanding and ‘hands on’ role that will require a ‘can do’ attitude by the successful applicant.

Essential skills and experience

· You have experience of commercial facilities / property management;

· You have experience of managing health and safety within the workplace;

· You have experience of managing expenditure and approving invoices;

· You are computer literate with good working knowledge of Word, Outlook and Excel;

· You have some knowledge and a strong interest in the social and environmental performance of buildings, particularly in relation to energy and water use, recycling, green commuting and accessibility;

· You can cope well under pressure, can multitask and can adapt to changing circumstances;

· You have good organisational and time management skills and can prioritise effectively;

· You are a confident starter-finisher with an eye for detail;

· You are a problem-solver, able to use your own initiative in finding pragmatic solutions; this will involve some hands-on work;

· You are confident in supervising others, but also lead though example;

· You are personable, able to establish a good rapport quickly and establish trust on the long term;

· You maintain a professional standard of presentation and communication with colleagues and tenants at all times;

· You are a good team worker.

Desirable skills and experience

· You have experience of working for a social enterprise or environmental organisation;

· You can demonstrate the ability to negotiate cost savings in purchasing with a view to delivering the best available deal on services to tenants;

· You have experience of managing and motivating staff;

· You have a property-related qualification (NEBOSH/IOSH/RICS qualification or be a member of the BIFM or evidence of equivalent skills).

Contractual Details

This is a permanent full time role with a three month probationary period. The salary is in the range of £23,250 to £31,650 a year (inclusive of a London Weighting Allowance at £2,991 a year), depending on skills and experience. The working hours for the role are 37.5 hours a week, between Mondays and Fridays, with some occasional weekend work.

Benefits include 25 days’ holiday entitlement pro-rata a year, in addition to all public bank holidays. The company offers a 3% to 7% company contribution to a pension, a free company bicycle scheme with bicycle maintenance costs, childcare vouchers, season ticket loans, interest free personal loans, as well as other benefits.

Applications

If you think this role is for you please complete the Application Pack and email it by the stated closing date and time to;

Important Information for Candidates

· We use the person specification to shortlist candidates. Ensure you make full use of the Application Pack to identify how you meet the person specification.

· You must be eligible to work in the UK in order to apply for this role. We cannot support visas.

· Submit your Application Pack in the current Word document; we are unable to process applications in any other format. Applications received in the wrong format will not be accepted.

· We do not accept CV’s or applications from recruitment agencies.

· We do not use the equal opportunities form for shortlisting purposes, this is for our monitoring purposes only.

Contact Details

The Ethical Property Company, Old Music Hall, 106-108 Cowley Road, Oxford, OX4 1JE

T: 01865 207810 E: W: www.ethicalproperty.co.uk/careers

Facilities Manager, Full Time (The Foundry, London) – Job Description (November 2017) Page 2 of 4