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About the Role

To assist the Senior Occupier FM in the delivery of high-quality management services for Savills clients and tenants, taking a lead role in the operational management of Savills property.

Responsibilities

• Ensure Operation Reporting System (“Compass”) and Datastation Health & Safety systems are up to date and complete.
• Ensure compliance with all legal and statutory requirements, including Health and Safety.
• Prepare each site for risk assessments maintaining a minimum compliance rating of 85%.
• Ensure a full set of risk assessments is held at each property and on Datastation, with action plans implemented diligently.
• Ensure quarterly checklists are completed and uploaded on to Datastation within appropriate time scales.
• Inspect all properties on frequency specified by the FMA.
• Act as a mentor to FM Apprentices, managing their development and progression.
• Work with Savills Pathways to develop individual training plans for Assistant Facilities Managers and FM Apprentices within the region and hold regular review meetings.
• Record utility consumption at all sites and update Optima/Compass accordingly.
• Ensure high site standards in cleaning, repair, and presentation are achieved and maintained within property budgets.
• Visit each client quarterly or as often as the management contract dictates, reporting and resolving issues.
• Act as first point of contact for Savills Helpdesk in emergency situations, attending property and reporting back while coordinating third-party stakeholders.
• Evaluate existing contractual relationships, ensuring contractor service aligns with agreed specifications and addressing shortcomings swiftly.
• Assist in preparing the annual service charge budget by completing a 1st draft with explanatory notes and recommendations.
• Approve all expenditure invoices, track spend against budget, and advise the management surveyor of deviations.
• Own all drafts on the service charge reconciliation.
• Monitor Client expenditure and ensure timely invoice approval via Proactis / Elogbooks.
• Prepare and implement contingency plans for site attendance, including cover for holidays, training, and sickness.
• Coordinate information production in line with Savills and client requirements.
• Promote the Occupier service line, staying informed on business development opportunities, including pitching services to clients.
• Lead the mobilisation and demobilisation of properties within allocation.
• Carry out annual appraisals for SMR site staff and ensure 6-monthly reviews are completed.
• Manage all site personnel on a day-to-day basis, monitoring performance, developing skills, addressing issues, and tracking workloads through regular meetings.

Requirements

• NEBOSH or IOSH qualifications or commitment to obtaining them is essential.
• Experience and knowledge of achieving high standards in property management.
• Knowledge and understanding in preparation of service charge budgets; ensuring agreed times and costs are adhered to.
• NEBOSH or IOSH Managing Safely qualifications.
• Strong overall experience in a similar environment.

Skills

• Self-motivated individual with excellent interpersonal skills.
• Excellent organisational and time management skills with a degree of flexibility.
• Ability to handle a large number of projects with a broad range of customers, suppliers, and property owners.

Benefits

• See our Benefits Booklet for more information.

About the Company

• Savills clients’ and tenants’
• Savills property
• Savills Helpdesk
• Savills Pathways
• Savills policies
• Savills and client requirements
• Savills service line