Purpose of the Role

To implement and maintain effective property management systems and procedures in the delivery and continuity of service of the critical building infrastructure, along with standard Mechanical, Electrical, Vertical Transportation and Public Health Services to Occupiers; whilst protecting and enhancing landlord owned plant and equipment. To contribute to the management of Health, Safety and Wellbeing for all users of the buildings.

In some cases set up the above in a new building.

Key Responsibilities

1. Contract Management - Organise and attend monthly meetings with associated service partners. Monitor, analyse and interpret the correct functioning of plant and systems via the Building Management System or other means. Carry out random checks of critical plant operation and report via the correct platform, escalating where required. Review contractors reports, proposals and KPI’s. Carry out regular audits and inspections of all plant related areas and equipment, to ensure they are maintained and statutory compliance is being completed within business and client expectations. Ensure all risks are managed in accordance with the requirements of our client and occupiers. Review planned and reactive maintenance to ensure the risk to the building and occupiers’ critical infrastructure is managed within acceptable limits, maintaining the resilience at all times. Attend site during annual power downs and essential works, as necessary. To be available and attend site as necessary in the event of any emergency work or call outs.
2. Compliance with all current legislation and recommended business standards. Verify that contractors Risk Assessments, insurances, accreditations etc. are up to date and relevant. Ensure the Pressure Vessel Written Scheme is up to date. Ensure contractors emergency lighting log records are up to date. Management of Water Treatment regime, ensuring that Water Treatment Manuals/Logbooks are up to date. Manage status of Lift Inspections and report via Lift minutes. Ensure that all statutory inspections are carried out by the due date and manage/monitor progress of actions via the external reports spreadsheet attached to the appropriate minutes. Ensure accurate reporting is undertaken via the business risk management system, demonstrating all risks are being managed in accordance with client and business expectations, providing a full audit trial.
3. Provide day-to-day technical and operational support to the Building/Property Manager and the wider property management team and occupiers.
4. Support the Building/Property Management team with the use of a Permit to Work System and check method statements/risk assessments, where appropriate. Liaise with the building management team and occupiers regarding operational and technical matters, such as plant shutdowns and other works impacting the occupiers operations and risks associated with the works.
5. Undertake regular audits of the maintenance programme. Review call out sheets and investigate as necessary. Review CAFM system including both PPM and reactive works. Carry out random verification of PPM works.
6. Preparation and management of engineering service charge budgets, to include procurement in accordance with business policy. Budget control, preparation of relevant specifications, raising orders/instructions/contracts and verifying (processing) invoices. To develop, implement and manage environmental and energy conservation programmes, (working with others where necessary), ensuring optimum usage of energy. To advise on potential problems or conflicts, improvements and possible savings. Analyse the monitoring & targeting reports & investigate and action as necessary. Arrange independent energy audits as necessary and action recommendations as necessary.
7. Analysis and management of all engineering data/reports, ensuring that appropriate action/follow up is achieved. Identify & agree specialist consultant roles and review consultants brief on a regular basis. Manage other audit reports. Review actions/progress and monitor monthly via external reports and reports monthly via the Central London reporting criteria.
8. Implementation, management and development of the Ventify planned maintenance system, ensuring information, plant history, drawings and technical information is accurate and up to date. Develop and maintain the base building asset register. Review and develop site-specific maintenance tasks. Ensure drawings and O & M’s are updated to reflect any changes carried out to the installed systems. Develop, implement and maintain site-specific Plant Replacement Programme in conjunction with Savills Engineering and Design Consultancy.
9. To ensure that the production of engineering service specifications, contracts and associated documentation properly represent the service requirement of the premises and are presented and executed in accordance with business guidelines. Assist in the preparation of contract documentation to include: Tender documents, agreements and specifications. Manage tendering procedures. Analyse Tenders. Undertake Post tender interviews. Agree and/or produce a client contract placing report. Manage contractor closely during mobilisation periods and through to completion where required.
10. To ensure that the building management team are regularly appraised of any new developments or issues of a problematic nature. Report on any emergency incident that occurs. Report on any concerns relating to plant operation or failure to maintain resilience. Report on any occupier conflicts or relationship related issues.
11. To ensure that the property's electronic security systems are fully operational and maintained as per the manufacturer's guidance, current best practice and in line with occupier requirements including FCA, if required. Report on any concerns relating to plant operation. Liaise with the Engineering and Design Consultancy Systems Department as required, regarding contract specifications, maintenance regimes, auditing, equipment upgrades, documenting changes etc. Ensure maintenance contracts are in place.
12. To ensure the requisite engineering standards executed in the management of buildings are commensurate with those standards promoted by the Board and detailed in the operations manuals.

The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessary through your changing role within the organisation.

Skills, Knowledge and Experience

• Previous experience of contract management ideal
• Knowledge of compliance with current legislation to include water quality, statutory maintenance tasks, lift inspections and Health and Safety

• Understanding of technical operations of the plant and how equipment operates
• Experience of compliance and implementing a Permit to work system
• Experience and knowledge of SFG 20 or PPM. In addition, use of CAFM systems including the set up and maintenance of these
• Knowledge of managing budgets and compiling reports
• Ability to review data and utilise it to enable the best outcomes
• Working across teams including internal teams, clients and service partners
• Knowledge of processes such as the tender process and mobilisation
• Experience of ensuring that processes and guidelines are adhered to in line with the required standards

Please see our Benefits Booklet for more information.