Maxwell Stephens Ltd

Interim Building & Facilities Manager

London (Central), London (Greater)
Up to £45,000 (pro-rata)
13 Mar 2018
13 Apr 2018
Full Time

Our client, a successful institute, are seeking an immediate Building and Facilities Manager to join them for 4-6 months as a minimum.

Key Responsibilities

Building and facilities management: Hard services

  • To ensure that the building and equipment are maintained in a fit condition for purpose, liaising as necessary with other staff, consultants and contractors to ensure there is no unnecessary disruption to members and staff
  • To oversee and keep under review the programme of planned preventive maintenance, ensuring that it is appropriate, cost-effective and legally compliant
  • To effectively manage the facilities and security service contracts, liaising with the contractor and sub-contractors appointed under the hard services contract, facilitating their work and ensuring it is carried out cost-effectively in accordance with agreed specifications
  • To oversee the effective operation of the Building Management System (Trend) and other control systems e.g. lighting
  • To develop and maintain a regular inspection programme for the building fabric and furniture, identifying remedial works required and setting priorities, taking account of existing planned capital refurbishments
  • To ensure emergency repairs or renewals are carried out promptly and cost-effectively
  • To oversee the general maintenance contractors
  • Where necessary to operate a Permit to Work system to ensure effective coordination and safe working
  • To ensure that energy supplied to the building is used as efficiently as possible and liaise with the Bursar on procurement

Building and facilities management: Soft services

  • To ensure that the building and equipment are maintained in a fit condition for purpose and that central services are delivered to a good standard, liaising as necessary with other staff, consultants and contractors
  • To effectively manage the soft service contracts, liaising with the contractor and subcontractors, facilitating their work and ensuring it is carried out cost-effectively in accordance with agreed specifications and without unnecessary disruption to members and staff; monitor service provision including cleaning, pest control, waste disposal and recycling
  • To develop and maintain a Help Desk system for staff to report buildings and facilities issues requiring action and monitor progress
  • To oversee the arrangements for mail collection/distribution and porterage, seeking improvements or efficiencies where possible
  • To co-ordinate the procurement of new equipment, repairs or replacements, stationery & other consumables in liaison with other departments
  • To facilitate the preparation of rooms for events
  • To devise, revise and ensure that systems and procedures are properly documented and that manuals, drawings and plans are updated as necessary
  • Manage small office projects including room plans, furniture and equipment layouts

Budgetary control and monitoring

  • Day to day responsibility for the departmental budget, including the processing of invoices
  • To identify requirements and prepare initial cost estimates in preparation for the annual budgets for building maintenance, facilities & central services, equipment and consumables
  • To ensure that agreed budgets are not exceeded, developing and maintaining suitable administrative systems and liaising with the Bursar and Finance Office as appropriate
  • To control and monitor the support team overtime budget, ensuring the budget is not exceeded without prior agreement with the Bursar, and making every effort to ensure effective expenditure
  • Identify and manage any potential cost savings going forward, including energy usage, contractors costs or internal department costs

Risk management

  • To maximise the security of the property and staff at all times maintaining full compliance with Fire and Health & Safety legislation
  • To oversee and maintain risk assessments for fire and other physical risks to the property and staff, including risks specific to promotional events, liaising with other staff and consultants as necessary
  • To oversee the operation of the fire precautions, ensuring that the detection, alarm and evacuation systems and procedures are tested regularly, updating when necessary
  • To ensure compliance with relevant fire legislation and liaising and consulting with the staff acting as fire officers and marshalls
  • To oversee key-holding arrangements and the provision of out-of-hours security cover, liaising with contractors as appropriate
  • As a member of the Health and Safety Committee, to contribute to a complete specific Health and Safety policy and ensure that it complies with relevant legislation at all times
  • Organize relevant Health & Safety training for all staff to comply with relevant legislation
  • To ensure that the has the appropriate number of staff qualified in First Aid and that they receive regular refresher and re-qualification training as necessary
  • To ensure compliance with the terms and requirements of the insurance policies at all times in liaison with the Bursar as necessary and with the Construction Managers during the Development Project
  • To assist with the development and maintenance of the Emergency Response Plan, assessing risks and recommending strategies to reduce them

Other duties

·         Staff management responsibilities

·         Premises management

Experience Required

  • Educated to GCSE level to include English and Mathematics (grade A-C) or equivalent as minimum
  • NEBOSH National Diploma in Occupational Health and Safety or equivalent
  • Current full clean UK driving licence
  • First aid qualification or willingness to be trained
  • Membership of a relevant professional association e.g. BIFM
  • Qualification in building services (mechanical and / or electrical)
  • Previous Building and FM Management/ Supervisory experience
  • Engineering background: knowledge of building services (mechanical and/ or electrical)
  • Experience of dealing with contractors and suppliers
  • Demonstrable ability to manage multi-use, non-domestic premises
  • Demonstrable ability to manage and control budgets on appropriate scale
  • Demonstrate the ability to provide year on year savings to the department including Energy use and operational costs
  • Experience of managing a team
  • Familiarity with the management of fire prevention and security issues
  • Knowledge of all building and FM related Health and Safety legislation, and proven ability to manage and resolve
  • Confident user of MS Office and other bespoke software systems
  • Experience of managing a “heritage” building

If you think you have what it takes, please call Robyn Powner on 0203 903 4265, or apply via

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