Assistant Building Manager
- United Kingdom
- Permanent
- Full-time
- Ensure all services necessary for the full and effective operation of the building in accordance with the provisions of the leases and as directed by the Management Surveyor.
- Assist with the preparation, monitor and reconcile service charge budgets in accordance with the RICS Code of Practice.
- Engage regularly with all occupiers keeping them informed of all works and services within the buildings. Keep updated tenant contacts, key holders and fire safety responsible person lists.
- To support the Building Manager at occupiers’ meetings
- Schedule meetings, issue agenda’s, record meeting notes, for review and then distribute to all relevant parties
- Deliver an excellent customer service to occupiers and clients.
- Regularly inspect the building including all common parts areas i.e. corridors, fire escape routes, plant rooms, roof areas, service areas etc. Record issues and take and record actions accordingly.
- Proactively manage tenant fault reporting and day to day issues.
- Manage the client preferred Work Order platform to ensure that all service providers interact effectively and that reactive tasks are reported, action taken and then closed down in accordance with SLAs & KPIs.
- Raise and supervise insurance claims in conjunction with the Building Manger and Surveyor.
- Assist the Management Surveyors in the provision of formal written reports and attend client meetings as required.
- Monitor energy and water consumption, and champion the sustainable operation of the properties.
- Establish close co-operation and liaison with all local authority departments, local organisations, businesses and associations as are necessary in connection with the successful operation of the building.
- Participate fully as a member of the wider Avison Young FM team, sharing knowledge and experience and providing information and support to colleagues and the team.
- Attend regular supplier review meetings and take ownership of the performance of the contracts. Inspect site records, method statements and contracts on a regular basis. Monitor performance, attendance, cost and value through the SLAs and KPIs. Assist the Regional Head of Facilities Management and Building Manger with benchmarking value and the suitability of the contract on a regular basis.
- Ensure that all safety records, statutory inspections, reports and documentation are retained and up to date at the properties. Report any unsafe acts/defects to the Building Manager or Estate Manager immediately. All necessary documentation must be on site and complied with at all times, both in Landlords and tenants’ areas.
- Fire precautions should be endorsed at all times. Check and witness on a rotational basis the weekly fire alarm test, emergency light test, sprinkler valve test and fire evacuation drills.
- Ensure the instruction or management of the following:
- Health and Safety Risk Assessment is undertaken annually.
- Fire Risk Assessment or Audit.
- Legionella Assessment.
- On Site Logbooks
- Fire Safety records
- Water Hygiene records
- Records for specific Permits to Work (PTW)
- Mechanical and Electrical Engineering maintenance records
- Cleaning reports and method statements
- Review electricity consumption levels, in conjunction with the energy consultant and Avison Young Environmental Policy.
- Undertake a regular audit of the properties. Develop plans for the enhancement of the building, security measures and energy saving initiatives in line with Avison Young Environmental Policy
- Ensure instructions are issued to external advisers for the provision of ten year plans for service charge expenditure on both plant and structure. Determine priorities for repair, enhancement, and modification of the building services facilities and equipment in order to implement the five year plan, in agreement with the Building Manger.
- Approve expenditure, within given authority levels, on building services expenditure and monitor service charge expenditure within all relevant properties.
- Assist in the preparation of service charge budgets which are to be considered and reviewed by the Building Manger. This must be completed as per the Avison Young budget calendar and at least 14 weeks before the service charge year end. Expenditure is to be monitored throughout the year to ensure that it is kept within budget for the current year.
- Provide assistance / cover for other client buildings when necessary.
- Good communication and leadership skills.
- Strong IT skills.
- Be able to demonstrate a strong background in Property and Facilities Management within a mixed use property portfolio.
- Strong organisational and administration skills.
- To be able to record clear and concise meeting notes for distribution at all levels.
- Strong interpersonal skills.
- Have demonstrable experience of managing service partners to deliver a 5* service.
- Have an interest in the technical aspects of the role, a technical background is not required but an interest and experience in technical projects is desirable.
- Be able and confident to communicate at all levels
- H&S trained to IOSH Managing Safely
- Experience of working as part of a team in a multi-site FM environment;
- Well-developed IT skills.
In the last few years, we’ve increased the diversity at our board, leadership and Principal levels. Avison Young stands out for our commitment to empowering women. In addition to increasing the number of women on our board and in our leadership ranks, our internal Women’s Network of more than 500 members come together for networking and learning, and advise the business on strategies for promoting access, opportunity and inclusion in our industry.
Our global DEI steering committee shapes our strategy to continue to increase industry access for underrepresented groups and accelerating initiatives led by our employee resource groups, including our Women’s Network, Black Professionals and LGBTQ+ groups. In addition to leading global initiatives, the steering committee’s work examines our policies and practices, creating accountability for results and communicating progress to our executive leadership, our clients and our communities.Our culture is underpinned by our approach to diversity, inclusion, and well-being. We are committed to building an inclusive culture that:
- empowers all our employees to thrive,
- reflects all backgrounds and talents,
- allows individuals to be successful and feel a sense of belonging,
- and foster a workplace that is supported, inclusive and has a strong sense of community between colleagues.
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and we will do everything we can to help.We are committed to inclusion in our hiring processes, and we want to give everyone a chance to show what they can bring to our organisation. If you are not sure that you have all the skills in the person specification, please still apply. We value passion and potential in our employees, so it would be great to hear from you and why you would suit this position.Some of our roles may be remote and some roles may be specific to our offices, but you will need to confirm you have the right to work in the UK.