Job Title

Facilities Manager

Job Description Summary

Job Description

Job Description:

The role of the Roving Facilities Manager (FM) is to support the delivery of a legally compliant, safe,
customer focussed environment providing agreed levels of service across Cushman & Wakefield staffed
properties.

Role Purpose:

Co-ordinate and complete the property inspection regime reporting on the operational day to day aspects
of building management. Ensuring compliance with risk management practices and adhering to Health,
Safety and Environmental policy and providing a service in line with the required levels. To act as an
ambassador to the Cushman and Wakefield’s brand values when communicating with all stakeholders.

Core Responsibilities:

• CAFM- interface with Cushman and Wakefield’s CAFM provider and Service Desk to ensure the correct
  operation of the designated system. Respond in a timely manner to all requests for authorisation of
  work orders. Ensure that the information held on the CAFM system is correct and updated. Ensure that
  correct delegation via the CAFM system is in place during absence from work.
• Complaints – support the response to any complaint aiding communication. Report any complaints
  received from Occupiers, Clients, member of the public or other Cushman & Wakefield employees
  immediately to your Line Manager. Closing the loop on all actions whilst demonstrating a high level of
  client care to maintain and grow working relationships that foster trust
• Compliance – all buildings to remain legally and statutory compliant with all inspections and repairs
  being completed within the specified timeframes providing urgent action to all identified priority 1 issues.
• Construction design and management (CDM) –– to identify works that should be managed in
  accordance with the requirements of the CDM regulations and ensure that a principal contractor is
  appointed to undertake all of the requirements under CDM, referring all technical proposals to the
• Technical Services team.
• Facilities Management Fees – ensure that all building FM/Technical Services/FOH/SHE/Staff
  wages/CAFM fees are correct as per the scope of services. Fees reviewed on an annual basis and all
  increases correctly invoiced. All debts pursued, and monies recovered.
• Ambassadors - seeking opportunities to add value to the occupier and clients. Offering small personal
  touches to service delivery that has a significant impact on the occupier experience. A genuine passion
  for delivering best-in-class service that positively enhances the Cushman and Wakefield brand.
• Health & Safety Risk Assessments – ensure that the following Risk Assessments are undertaken by
  Cushman and Wakefield’s preferred Compliance Advisors on an annual basis:
• Asbestos, Fire, Health
  and Safety, Working at Height, Water treatment. Responsible for the management to conclusion for all
  actions arising from these audits to the timescale in accordance with priority detailed in the risk
  management system.
• Human Resources – follow all Cushman & Wakefield HR procedures including absence, sickness,
  expense claims and Performance reviews. Manage holiday and periods of absence. To work as a
  partnership with the HR team to ensure all individuals are respected, offered support, nurtured and
  developed in accordance with HR policies. Seeking opportunities to improve working environments for
  the teams that protect both the physical and emotional welfare.
• Insurance Claims – in the event of an incident or accident follow the QA process to capture and report
  to the relevant personnel in line with escalation procedures. Using a blend of communication methods
  to ensure all parties are kept consistently up to date.
• Occupier liaison – manage occupier queries in relation to Facility Management services, those relating
  to the lease, service charge or tenancy in general directed to the estate surveyor responsible for the
  site. Consistently demonstrating a high level of customer delivery inline with the Cushman & Wakefield
  brand values.
• Property inspections – to undertake regular health and safety inspections and produce a report
  retained on Cushman and Wakefield preferred risk management system. Arrange for any urgent repairs
  to be carried out. Advise property manager/surveyor of any occupier issues. Analysing the results
  looking for ways to improve the building and internal processes to deliver a greater stakeholder
  experience.
• Reactive works and Helpdesk – to ensure occupiers are made aware and utilise fully the Helpdesk
  facility. To oversee Helpdesk activity and ensure Service Level Agreements achieved. Actively looking
  for ways to improve systems and processes to enhance the value delivered to occupiers.
• Relationships – to develop and maintain positive and client-focused relationships with surveyors,
  supply chain and occupiers. To work in partnership with onsite management and service partners
  and/or regional Cushman & Wakefield site-based staff.

Demonstrating the Cushman and Wakefield’s:

core values through behaviours and personal impact.

• Risk Management and Business Continuity – major incident management plans should be available
  for each building and occasionally tested. Plans to be reviewed annually making sure they remain fit
  for purpose and all supply partners engage and understand their role in the event of an emergency.
• Service charge – to produce and manage the service charge budgets, reconciliations and quarterly
  variance reports in line with the requirements of RICS Code of Practice.
• Suppliers and Supplier Management – manage all aspects of contractor day-to-day activities at site
  including Health and Safety. Ensure that partners follow Cushman & Wakefield Rules for Contractors.
  Ensure that there is a service contract in place for every site-based activity and conduct audit checks
  on partners’ documentation, procedures and quality of work. Make sure all routine and ad hoc works
  undertaken using agreed Cushman and Wakefield’s supply partner procedures and policies. Undertake
  regular (minimum quarterly) minuted meetings with partners and promote a two-way communication
  and sharing of information culture. Encouraging partners to be proactive during the contract to gain
  the best for all stakeholders and delivery standards. Assessing both quality of work and the behaviour
  of the partners teams during completion.
• Sustainability management and routine reporting – to update relevant information on sustainability
  platforms (for example BREEAM and GRESB) for applicable sites under their control. To ensure all
  routine reporting procedures/meter readings are completed promptly and in accordance with applicable
  standards.

Core Knowledge & Experience:

• Proven track record across Facilities Management.
• Operating knowledge of Output Specifications and commercial management of performancebased
  contracts.
• Operate in a collegiate environment working closely with property and finance teams – team
  player.
• Monitor and manage cost control, budgeting and reporting across a series of buildings.
• Good understanding of occupier and relationship management, a track record of successfully.
  turning challenging relationships into positive working relationships.
• Experience in networking and building harmonious relationships internally and externally.
• Good working knowledge of current legislation relevant to role
• Good operational knowledge and management of CAFM – Meridian and E-Logbooks
• IT skills (MS Word, Excel, PowerPoint, Outlook, Internet)
• Good verbal and communication skills
• Ability to problem solve
• Numerate

Skills & Personal Qualities:

• Solution-focused, ability to logically establish the root cause to problems.
• Self-motivated and passionate with a genuine desire to help others.
• The ability to balance customer and business priorities.
• Excellent verbal and non-verbal communication skills, able to intuitively adapt communication
  approach.
• High self-awareness, able to regulate emotions especially during demanding situations.
• Ability to think quickly and make decisions when problems arise.
• Be able to set and maintain high standards with an eye for detail

INCO: “Cushman & Wakefield”