Facilties Management Specialist

Overview

Monitor and manage hard FM contracts, budgets, compliance, and service delivery.

Key Responsibilities

• contract monitoring
• financial control
• site inspections
• procurement
• performance reporting
• stakeholder liaison

Tasks

- Liaising with Internal Audit and External Audit, actioning any system improvements as required. - Review monthly performance report and application for payment from the Hard FM contractors. - Preparation of reports detailing overall contract performance. - Liaising with stakeholders to ensure satisfactory service delivery; monitoring Contractor(s) quality management systems; reviewing surveys/feedback; challenging and supporting the Contractor(s) to improve their service. - Be the initial point of contact for customer enquiries and maintenance requests. - Plan, organise and prioritise own work to achieve maximum contribution to management plans and targets. Co-ordinate work with that of other staff in the team. - Agreeing any benchmarking or market testing arrangements and outputs as provided for in the contract. - Monitoring the provision of contracted services, including the availability of facilities, to ensure they conform to service specifications and council requirements; applying the contract payment mechanism and issuing contractual compliance notices as necessary. - Co-ordinating Property Management Services in the review of the HFM life cycle maintenance programme, planned preventative maintenance and deferred works programmes. - Prepare/review specifications and tender documentation for minor works, instruct and monitor contractors working in occupied buildings and liaise directly with occupants in the planning of the works. - Co-ordinating the procurement of all new work; liaising with the Contractor(s), consultants, building contractors and statutory authorities as necessary; ensuring service continuity and value for money. - Co-ordinating Property Management Services in the monitoring of compliance with all applicable Health & Safety, Building and Fire Regulations and insurance requirements. - Attend regular progress/performance meetings with the Hard FM contractor - Undertake site inspections to assess the quality of works undertaken. - Ensure all activities required to comply with building and property related legislation are effectively carried out. - Monitor and assist in Financial control and management of HFM budget. - Applying CDM Regulations where required. - Prepare and implement an annual plan of monitoring tasks and undertake liaison and consultation with key stakeholders on all issues in relation to the contracts. - Update project programme and cost information as part of the organisation’s capital programme monitoring processes. - Preparation of reports to Committee on overall contract performance. - Review and authorise any reactive maintenance requests over the inclusive threshold - Manage additional works quotations/project initiations to be delivered by Hard FM contractor - Resolve problems with sound technical judgement in a complex environment with minimal guidance and within current policies and legislation. - Ensure all records associated with contract documents, test certificates, risk assessments and legislation compliance records are properly managed and accessible when required. - Contribute to the development of contracts in accordance with Standing Orders and Procurement Policies and Procedures. - Take appropriate decisions to progress projects, referring to managers where appropriate, to ensure contractors deliver to specification, price and quality. Carry out project reviews and report on contractor performance. - Undertake effective contract monitoring to ensure that the HFM contracts meets service and audit requirements and the performance standards set out in the contract - Delivery of HFM contracts, keeping properties safe, secure, legal and available for use within allocated maintenance budgets. - Financial control and management of the HFM budget.

Requirements

• degree
• budget
• microsoft
• legislation
• communication
• teamwork

What You Bring

- Ability to work independently and as part of a team - Experience of working with Elected members - Knowledge of appropriate current legislation for Health & Safety at Work Act, Health & Hygiene (Scotland) Act, COSHH, Asbestos regulations, CDM Regulations, Building Regulations and Water Bylaws - Professional qualification at degree level within a building related discipline or educated to degree level in building related discipline and working towards attainment of professional qualification. - Experience of managing/controlling budget. - Computer literate, being able to use Microsoft Outlook, Word, Excel and work ordering related systems - Relevant additional professional qualifications - Good communication skills

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About Venesky Brown

-Grew from a single office to nationwide coverage via hubs in Edinburgh, Milton Keynes & Birmingham. -Delivers bespoke recruitment for major public-private projects—from energy and rail to higher education and digital transformation. -Team expertise spans Construction, Engineering, IT & Digital, Professional Services and Public Sector frameworks. -Staff volunteered with Cross Tay Link Road project to aid school grounds restoration.

Sector Specialisms