Site Facilities Manager

Our Story

Our small Canadian‑born business was founded in 1978 and has become a global organization that now spans 120 locations across 20 countries. Our expansion has been rapid, but what matters most is the common belief that drives all 5,000 of our people to be a different type of real‑estate organization. We believe that the places in which we live, work and play have the power to make us happier and healthier, and we are united by a shared sense of purpose, to have a positive impact on people’s lives.

In short, we are a global commercial real‑estate advisory firm with a simple aim: for real estate to play a leading role in creating vibrant buildings, cities and places that deliver long‑lasting social value and economic impact.

• The Facilities Manager undertakes to comprehensively manage, plan and co‑coordinate the physical and environmental conditions within the property. The Facilities Manager reports directly to the Senior Facilities Manager and the role includes but is not limited to the following responsibilities:
• Ensure all services necessary for the full and effective operation of the buildings in accordance with the provisions of the leases and as directed by the Management Surveyor.
• Prepare, 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.
• Deliver an excellent customer service to occupiers and clients.
• Regularly inspect the buildings including all common parts areas i.e., corridors, fire escape routes, plant rooms, roof areas, service areas, car parks etc. Record issues and take and record actions accordingly.
• Proactively manage tenant fault reporting and day to day issues.
• Manage the performance of the Avison Young Service Desk 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.
• Assist with the completion of Way leave Agreements and Licence to Alter as required by the Senior Facilities Manager and the Management 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.
• Manage the Key Handling process to ensure that keys are issued and returned by service providers and Avison Young staff. Records are to be kept and all FM and Admin staff involved in the process are to be briefed accordingly.
• Work alongside the Front of House team in conjunction with the Senior Facilities Manager, ensuring adherence to policies, procedures and QA.
• Participate fully as a member of the wider AY WEM FM team, sharing knowledge and experience and providing information to colleagues and the team.

Undertake such other related duties as directed from time to time. Provide assistance / cover for other client buildings when necessary.

• 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 Senior Facilities Manager 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 Senior Facilities 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…