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 AccountsFacilities Services team – Service/Branch Managers, Project Managers and Estimators Facilities Services team – Allocators and AdministratorsProject Development Services (PDS) Team.HR teamHSSE teamCustomer Experience Centre teamFinance Team

External

AIA Property Team and client stakeholdersOther client teams and stakeholdersSuppliersSub-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 implementedIdentify cost saving measures and efficiencies and present to the client where possibleDevelop and deliver initiatives and action plans based on the annual projects / capital planManage variations including communication to key stakeholdersProactively 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 maintainedContractual KPI’s are achievedEnsure all contractors follow client and internal processes in terms of safety, induction and training.Monitor contractor pricing/invoicing against quotesWorks are completed to a high standardManagement 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 auditsEnsure all safety matters are reported internally and to the clientAdherence to Health and Safety systems and processesAdherence to Quality systems and processesManagement and monitor all Works Permits.

Reporting

Maintain an effective communication channel with the client and internal stakeholdersMaintenance of an accurate database that will enable the generation of monthly and quarterly reportsUpdate FM Software systems as requiredPrepare client reportsProvide 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 MSAClient receiving service exceeding their expectationsIncreasing business activity where possible to meet targetsAssist 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’sSubcontractor invoice or WIP issues are proactively managed to completionClient is invoiced for all completed works in the month completedContribute to a team performance that results in the successful re-negotiation of contract extensionsManagement 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 reportsClient reports are delivered on timeManagement of the quotes database Managing collection and storage of all service records for clientContribute towards maintenance of the Property, Lease and Asset databases

POSITION DIMENSIONS

Ensure all services are delivered in accordance with the MSASource and develop relationships within assigned clients to build business opContribute 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 MSAAchieve targeted budget imperatives for client contract/contracts under direct control and accountabilityEffective financial analysis and financial management by contributing to management planning and identifying and controlling costsCommunicate 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 toMaintain 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 improvementAchieve continuous improvement of internal systems and processesNational 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 advantagePrince2 or similar practitioners would also be advantageousStrong Technical background, ideally trade qualifiedAbility to produce data-based reports and navigate FM software systemsAbility to manage sub-contractors to deliver quality and timely servicesAbility to prepare professional high-quality documentation ready for submission to the clientExperience scoping, pricing trade quotes and managing Capital projectsStrategic thinkingSound Knowledge of Excel, Word, Outlook and JDE (preferred)

PERSONAL CHARACTERISTICS

The ability to think on your feetExcellent problem solving abilityExcellent customer service skillsPlanning ability – ability to prioritise workloadEffective communication skillsTeam player
 

 

 

 

INCO: “Cushman & Wakefield”