Residential Facilities Manager

The role We are seeking a highly organised & proactive Residential Facilities Manager to work in our Facilities Management team located at our head office in London. The Residential Facilities Manager will be responsible for managing a high-end residential block portfolio located in West London & consisting of 30 blocks. The Residential Facilities Manager would be responsible for overseeing the daily operations, maintenance and safety across the portfolio.

Responsibilities

• Assist in the management of all hard and soft service providers, monitoring SLAs and KPIs and re-tendering to ensure delivery of an efficient, quality and value for money service for our clients and the occupiers of their buildings/sites
• Assist in the preparation and managing service charge budgets in accordance with the RICS code of practice
• Monitoring and control of budget expenditure in tandem with Cluttons client accounting team
• Assist in the Control of all Environmental and Health and Safety, ensuring compliance across all buildings and sites with legislation, codes of practice and Cluttons policies and procedures
• Visiting and inspecting buildings and sites as necessary to ensure, as a minimum, key deliverables are met
• Assist with internal and external parties in relation to project works across the portfolio
• Regular and accurate reporting to the partners/property managers, clients and Cluttons H&S director
• Dealing with ad hoc queries and tasks from the property management team, clients and occupiers
• Developing and building good working relationships with residents & leaseholders to resolve issues promptly and professionally

Requirements People

• Liaising with partners and the property managers regularly and updating them on all current matters
• Liaising with other departments (e.g. projects and building consultancy and fund management) as necessary
• Instructing, managing and supervising of contractors in a good and timely manner who are required to work on sites under our control

Clients and business development

• Providing client facing expertise in FM related matters
• Reporting to clients, where instructed, all issues relating to building/site operation
• Developing and building relationships with clients
• Support partners and property mangers in tenders for new business
• Identify areas for new business generation

Financial

• Setting, monitoring and reconciling service charge budgets and accounts in consultation with the property managers, client accounts team and clients
• Control and accurate coding of invoices ensuring prompt payment of suppliers
• Ensuring fee income to the business is maximised whilst complying with the RICS code of practice
• Working with property managers in dealing with insurance claims

Systems and process

• Acting at all times in accordance with Clutton’s policies and procedures particularly those that relate to the Residential Management function along with health and safety and environmental
• Ensuring that issues and priorities identified in environmental, general health, safety and fire risk assessments are actioned/dealt with in a timely manner and the online management system (currently RiskWise) is kept up to date
• Ensuring all contractors used on buildings and sites are competent and accredited in accordance with the company’s policies and procedures
• Actively reviewing procedures and proofing change to improve service delivery and compliance

Essential Qualifications

• Proven experience (3+ years) in facilities or property management, preferably in a residential setting
• IOSH qualification or demonstrated knowledge and experience of health and safety
• Membership of IWFM or another FM/property management qualification
• Strong IT skills

Essential Experience

• Experience of managing high-end residential blocks, gardens & roadways
• Experience in facilities management or property management role
• Setting and management of service charge budgets
• Experience of using property management systems (TRAMPS, Filestore would be an advantage)
• Experience in the use of online environmental, health and safety management and compliance systems (e.g RiskWise)

Benefits

• Hybrid working - to give you the flexibility you need
• Holidays: 25 days
• Enhanced auto enrolment pension scheme - to help you save for the future
• Life assurance - to protect your loved ones should the worst happen
• Interest free season ticket loans
• …