Purpose of the Role

To provide Operations Management cover and support across the RISE portfolio where either there is a short notice vacancy, additional support is required or where recruitment is particularly challenging.

To support Central Operations Team in the delivery of high quality management service for the benefit of Savills clients and occupiers via the provision of Operational Management assistance, the implementation of Savills Health & Safety system and the promotion of best practice throughout all tasks.

With specific regard to the Property/ies covered, to ensure the overall smooth running of the asset, including the recruitment and training of all staff whilst maintaining a safe and pleasant environment for our customers.

Key Responsibilities

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When based on a site, key responsibilities are:

• To understand and successfully implement Savills obligations within the Property Management Agreement, including identifying areas for improvement.

· To understand landlord purpose and objectives for the asset covered and create property management plans to enable Savills to support those objectives.

· To understand and ensure adherence on behalf of the landlord and occupiers, the obligations within the occupier lease agreements.

· To develop excellent relationships with Landlord representatives and their advisers, reporting on all aspects of the management of the Estate/Property through regular formal written reports, meetings and transparent and engaging ad-hoc communication as required.

· To communicate and liaise with all occupiers. In addition, to solicit feedback on Savills’s team performance from occupiers through informal and formal communications to ensure any areas for improvement are identified.

· To manage and support the Estate, Property Management and Technical Service Teams, to oversee the management of, welfare, training & development and discipline (where necessary) of the management team as a whole in accordance with the Company’s policies and procedures.

· Overseeing the management of Estate/Property service charge budgets and management accounts, ensuring occupier consultation and seeking Client approvals, preparing service charge/year end packs ensuring strict adherence to the lease obligations, internal programmes and codes of practice and that any action taken is agreed with Senior Management Surveyor and the Client as required.

· To deliver the Estate/Property standards and ensure, through the property management teams and their Annual Action Plans that all security, cleaning, landscaping, maintenance & repair and events teams are coordinated, achieve stated programmes, do not exceed stated budgets and deliver the performance of services to the agreed specifications.

· To conduct regular audits of the Estate/Property to ensure that standards are maintained, to include audits of Datastation, SEMs and physical inspections of both property and records.

· To ensure, as far as reasonably practical, the Health & Safety of all occupiers, visitors, members of the public and Services team (including service partners) when in the common parts of our estate/property, ensuring that emergency procedures and safe working practices through Standard Operating Procedures (SOP’s) are established and maintained. Ensure the client monthly H&S report is completed and presented within agreed timescales.

· To ensure that the production of service specifications, contracts and associated documentation properly represent the service requirement of the Estate/Property, reflect the standards expected of the client and are presented and executed in accordance with Company guidelines.

· To oversee the delivery of long term costing plans in accordance with client requirements and our own policy, in liaison with the Senior Management Surveyor, Finance Lead and Site Lead (if applicable).

· Manager Service Partner contracts, including specification setting, tendering and ongoing management to ensure KPI’s and targets are continuously met.

· To develop continuous service improvements through the introduction of new initiatives, the use of new technology and implementation of action plans for continuous improvement. To share these with the client at regular client meetings.

· Drive change and ensure targets are set and delivered in accordance with Client aspirations,

· To advise the Site Lead (if applicable) immediately of any potential threats, major incidents or accidents.

· Ad-hoc duties as required.

Secondary Responsibilities

• Network and engage with the wider Savills business for the benefit of the estate/property, personal development and knowledge sharing.

• Establish and implement best practice, whilst ensuring safe working practices are complied with at all times.

• Ensure appropriate, clear communication lines are established and maintained with all relevant parties, to include Services team (including service partners), head office team, accounts team, commercial occupiers, suppliers, and client.

• Attendance at internal training courses are compulsory, as is the self-identification of training needs.

• Attendance at internal meetings as required.

· Able to work weekends/bank holidays on a rota arrangement (if the site requires this).

The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation, and dependent on the estate/property covered.

Skills, Knowledge and Experience

Essential

· Performance and people management experience.

· Experience of leading and embedding Health and Safety within day to day operations.

· Experience at supervisory/managerial level in the provision of maintenance services to a busy environment visited by members of the public.

· Experience in management of security, cleaning and maintenance staff.

· Experience in administration of detailed record keeping systems.

· Demonstrate an understanding of service charge and RICS code compliance.

· Able to work on own initiative and meet tight deadlines.

· Excellent communication skills and ability to confidently adapt style as appropriate.

· Willingness to adopt a flexible approach to working patterns in order to respond to the changing needs of a mixed use environment.

Desirable

· Ability to use full range of Microsoft applications inc. Word, Excel, PowerPoint, Outlook.

· First Aid qualifications.

· Experience in liaising with Police, Fire and Government Enforcement office.

· Formal IOSH/NEBOSH Health & Safety qualifications.

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