Job Title

Facilities Manager

Job Description Summary

To provide excellent Facilities Management leadership to the client’s property portfolio through effective and efficient management of their assets by proactive identification, scoping, pricing and managing Capex project works end-to-end - primarily on the AIA Account but also across other accounts as needed.

Job Description

KEY RELATIONSHIPS (INTERNAL/EXTERNAL)Internal

• Facilities Management Team – AIA and other FM Accounts
• Facilities Services team – Service/Branch Managers, Project Managers and Estimators
• Facilities Services team – Allocators and Administrators
• Project Development Services (PDS) Team.
• HR team
• HSSE team
• Customer Experience Centre team
• Finance Team

External

• AIA Property Team and client stakeholders
• Other client teams and stakeholders
• Suppliers
• Sub-Contractors

JOB PURPOSE

• Responsible for the delivery of all contractual KPI’s within the MSA aligned to delivery of Minor New Works & Project/Capital works.
• Provide strong technical advice and innovation
• Providing technical assistance and advice to all works to ensure value
• Liaise with internal Facilities Services division to ensure cost saving efficiencies are identified and implemented
• Identify cost saving measures and efficiencies and present to the client where possible
• Develop and deliver initiatives and action plans based on the annual projects / capital plan
• Manage variations including communication to key stakeholders
• Proactively identify, scope, solution and manage Capex projects to improve client assets

Contractor management

• Provide proactive management of subcontractors, ensuring:
• All contractors are accredited, and this accreditation is maintained
• Contractual KPI’s are achieved
• Ensure all contractors follow client and internal processes in terms of safety, induction and training.
• Monitor contractor pricing/invoicing against quotes
• Works are completed to a high standard
• Management of the authority and or permit to works required to deliver projects.

Financial management

• Active management of minor new work / project works from allocation to final invoice and project reconciliations.
• Assist with resolving Invoice and Work In Progress (WIP) queries, acting as an escalation point for project related works.
• Act as an escalation point for outstanding subcontractor invoices

Safety management

• Conduct regular site visits, inspections, and audits
• Ensure all safety matters are reported internally and to the client
• Adherence to Health and Safety systems and processes
• Adherence to Quality systems and processes
• Management and monitor all Works Permits.

Reporting

• Maintain an effective communication channel with the client and internal stakeholders
• Maintenance of an accurate database that will enable the generation of monthly and quarterly reports
• Update FM Software systems as required
• Prepare client reports
• Provide open works progress reports to Asset Managers

ACCOUNTABILITIES

• Delivery of KPI’s aligned to delivery of Minor New Works & Project/Capital works as outlined in the MSA
• Client receiving service exceeding their expectations
• Increasing business activity where possible to meet targets
• Assist with keeping all Contractor Accreditation current as outlined in the MSA
• Assist with managing the contracts database to ensure Sub-contractors meet the relevant KPI’s
• Subcontractor invoice or WIP issues are proactively managed to completion
• Client is invoiced for all completed works in the month completed
• Contribute to a team performance that results in the successful re-negotiation of contract extensions
• Management of all Supplier invoices are received, checked, authorised and processed in an accurate and timely manner using the agreed system (eg Reimbursement Schedule)
• Contribution to the preparation and delivery of periodic and ad hoc reports
• Client reports are delivered on time
• Management of the quotes database
• Managing collection and storage of all service records for client
• Contribute towards maintenance of the Property, Lease and Asset databases

POSITION DIMENSIONS

• Ensure all services are delivered in accordance with the MSA
• Source and develop relationships within assigned clients to build business op
• Contribute to the development of solutions for client by preparing and delivering reports or data that solve or address operational problems according to the specific requirement of the MSA
• Achieve targeted budget imperatives for client contract/contracts under direct control and accountability
• Effective financial analysis and financial management by contributing to management planning and identifying and controlling costs
• Communicate regularly with external and internal clients including CW Call Centre to ensure achievement of KPI’s and client satisfaction targets are met
• Manage Sub-contractors and self-delivered services to ensure CW polices are adhered to
• Maintain Client asset data within JDE.
• Assist with the management of sub-contractor invoices to achieve timely approval and payment
• Support the provision of monthly reports and analysis of client contract performance and identify opportunities for improvement
• Achieve continuous improvement of internal systems and processes
• National travel may be required during ad-hoc periods

BACKGROUND AND EXPERIENCE

• Minimum of five years’ experience in Facilities Management, ideally in an outsourced FM environment with strong project management experience involving capital projects ($50k - $2Mill)

QUALIFICATIONS & TECHNICAL SKILLS

• Relevant trade/property/business qualification an advantage
• Prince2 or similar practitioners would also be advantageous
• Strong Technical background, ideally trade qualified
• Ability to produce data-based reports and navigate FM software systems
• Ability to manage sub-contractors to deliver quality and timely services
• Ability to prepare professional high-quality documentation ready for submission to the client
• Experience scoping, pricing trade quotes and managing Capital projects
• Strategic thinking
• Sound Knowledge of Excel, Word, Outlook and JDE (preferred)

PERSONAL CHARACTERISTICS

• The ability to think on your feet
• Excellent problem solving ability
• Excellent customer service skills
• Planning ability – ability to prioritise workload
• Effective communication skills
• Team player

INCO: “Cushman & Wakefield”