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About the Role

The Facilities Manager will oversee the London commercial office portfolio for Viridis Real Estate, ensuring statutory compliance, operational control, and adherence to lease obligations. This role is based at the front desk of a London property, serving as the primary point of contact for occupiers, visitors, and contractors, and is crucial for delivering exceptional tenant experience, managing service charge budgets, and maintaining asset value.

Responsibilities

Hold statutory compliance and maintain evidence files for all London commercial assets and leases.
Apply UK health and safety law, fire safety regulations, water hygiene requirements, and asbestos management duties.
Manage scheduled inspections and testing for lifts, electrical installations, gas safety, pressure systems, F-Gas, and fire systems.
Address actions from fire risk assessments, water risk assessments, and health and safety audits within agreed timelines.
Coordinate fire safety and emergency arrangements with occupiers, including drills and personal emergency evacuation plans.
Ensure contractors and tenant contractors adhere to safe working practices and site rules.
Verify that Building Managers conduct and record weekly fire alarm tests, emergency lighting checks, and escape route inspections.
Investigate incidents, report them according to RIDDOR, and implement changes to prevent recurrence.
Manage the front desk operations at the base property and set front of house standards across the portfolio.
Oversee reception, visitor management, access control, mail, and deliveries.
Manage Building Managers and Concierge Receptionists, including rotas, training, and service standards.
Ensure all assets have trained first aiders and fire wardens on site during operating hours.
Oversee building opening, closing, and security procedures.
Manage building access and security systems, including CCTV and key/fob control.
Lead contract management for soft services such as cleaning, security, waste management, and landscaping.
Maintain common areas, reception, washrooms, end-of-trip facilities, and external areas to brand standards.
Serve as the primary contact for occupiers on building matters and manage tenant communications.
Ensure Building Managers conduct weekly tenant visits and issue monthly newsletters.
Notify occupiers of planned and unplanned service downtime.
Manage meeting rooms, amenity spaces, and shared tenant facilities.
Oversee business centre, flexible workspace, or meeting room operations.
Manage the Planned Preventative Maintenance (PPM) program against SFG20 standards.
Ensure technicians and third parties accurately progress and close reactive maintenance jobs within SLAs.
Monitor CAFM system for job scheduling to meet SLAs and KPIs.
Manage building services and plant (HVAC, BMS, lifts, life safety systems) to maintain critical plant availability.
Manage suppliers and subcontractors, ensuring compliance with RAMS, insurance, and site rules.
Ensure maintenance and servicing regimes are followed to maintain equipment warranties.
Oversee preventative maintenance in common areas and ensure cleanliness of communal facilities.
Conduct monthly condition audits of common parts, plantrooms, roofs, and external areas.
Deliver landlord repairing, maintenance, and statutory obligations as per lease agreements.
Maintain a working knowledge of commercial lease terms and apply them consistently.
Manage tenant fit-out and alteration works according to licence to alter conditions.
Support tenant move-ins and move-outs, including technical input for dilapidations.
Provide new occupiers with building manuals, rules, and evacuation procedures.
Support viewings of vacant spaces and ensure vacant units are presented to standard.
Record and report tenant-caused damage and recover costs.
Acknowledge and progress commercial tenant service requests within agreed timescales.
Run tenant satisfaction surveys and occupier forums, and develop action plans based on feedback.
Prepare annual service charge budgets for each asset in line with RICS professional statements and lease terms.
Manage service charge expenditure against budget, issue quarterly forecasts, and explain variances.
Prepare year-end service charge reconciliation details and support their timely issue to tenants.
Manage the non-recoverable FM operating budget for the London portfolio and report monthly variances.
Maintain contract schedules for each asset and monitor supplier quality and pricing.
Ensure monthly utility readings are taken and recorded for every asset.
Manage insurance claim administration with insurers and the asset management team.
Raise purchase orders, process subcontractor paperwork promptly, and manage expenses within agreed levels.
Review operational efficiency with the Finance Manager and asset management team.
Oversee the delivery of refurbishment, plant replacement, common part upgrades, and landlord improvement works.
Write scopes, obtain tenders, and recommend award for project works.
Manage projects on site to programme, budget, and specification, minimizing disruption to occupiers.
Apply CDM duties and enforce site safety standards with contractors.
Manage handover and snagging processes, closing defects within the liability period.
Report project progress, spend, and risks to the Operations Director and asset managers.
Collaborate with the asset management team on capex planning and lifecycle strategy.
Maintain and annually update 25-year lifecycle plans for each asset.
Produce costed business proposals for capex decisions, including whole life cost and payback.
Develop and maintain sinking fund forecasts for each property.
Maintain an accurate asset register, including condition, age, warranty, and replacement dates.
Monitor energy, water, and waste performance, support EPC/MEES compliance, and contribute to ESG reporting.
Provide technical due diligence and FM mobilisation support for new asset acquisitions.
Collaborate with FM leads across the wider portfolio to ensure consistent compliance, PPM standards, and contractor management.
Agree and apply common FM standards, templates, and reporting formats.
Share best practices and adopt successful methods from other parts of the portfolio.
Contribute to portfolio-wide procurement initiatives.
Adhere to Viridis Real Estate values.
Set objectives and measure performance for the front desk team and on-site technicians.
Manage, motivate, and support the team to meet required standards.
Cascade relevant information promptly to the team and occupiers.
Maintain complete and consistent building paper and electronic filing structures.
Foster professional working relationships with occupiers, managing agents, and internal teams.
Attend relevant meetings, working groups, and forums.
Prepare monthly reports for the Operations Director and asset management team.
Maintain a customer-focused approach across the portfolio.

Requirements

A recognised FM qualification (IWFM Level 4 or above, CIWFM, Chartered FM, or FM degree), or five or more years of FM experience.
Experience running multi-tenanted commercial office buildings in London or a comparable commercial asset class.
Experience managing a front of house, reception, or building services team to a premium service standard.
Working knowledge of commercial lease structures, landlord obligations, and service charge budgeting/reconciliation.
Working knowledge of UK health and safety law, fire safety, water hygiene, asbestos, and lift safety regimes.
Experience managing tenant fit-out works and licence to alter processes.
Experience delivering refurbishment and plant replacement projects in occupied buildings.
Proficiency with CAFM, BMS, access control, PPM scheduling tools, SFG20, and CIBSE Guide M 2023.
A record of hitting financial targets and managing budgets.
Experience building and delivering lifecycle and capex plans, and presenting them to stakeholders.
Experience managing soft services contracts, including cleaning and security.
Excellent spoken and written English.
NEBOSH General Certificate or equivalent (desirable).
Legionella responsible person training to L8 and HSG274 (desirable).
Working knowledge of CDM 2015 duties as client or principal designer (desirable).
Knowledge of energy performance, MEES, ESG reporting, and building certification schemes (desirable).
Experience mobilising new assets and managing defects through the liability period (desirable).
Experience working with an institutional or private equity real estate owner (desirable).
Experience managing a business centre, flexible workspace, or meeting room operation (desirable).
A technical or trade background in building services (desirable).

Skills

Facilities Management
Statutory Compliance
Health and Safety Management
Fire Safety
Water Hygiene
Asbestos Management
Lift Safety
Contract Management
Tenant Relations
Service Charge Management
Budget Management
Project Management
Lifecycle Planning
Capex Planning
Sustainability Management
CAFM Systems
BMS Systems
Access Control Systems
PPM Scheduling
SFG20
CIBSE Guide M
CDM Regulations
Risk Assessment
Incident Investigation
Stakeholder Management
Team Leadership
Communication
Problem Solving
Decision Making
Commercial Awareness

Location

London

Work Type

Onsite

Experience Level

5+ years in FM role
Experience running multi-tenanted commercial office buildings in London
Experience running or managing a front of house, reception or building services team
Experience managing tenant fit-out works
Experience delivering refurbishment and plant replacement projects
Experience building and delivering lifecycle and capex plans
Experience managing soft services contracts
Experience mobilising new assets (desirable)
Experience working with an institutional or private equity real estate owner (desirable)
Experience managing a business centre, flexible workspace or meeting room operation (desirable)

Education Level

IWFM Level 4 or above
CIWFM
Chartered FM
FM degree
NEBOSH General Certificate or equivalent (desirable)

About the Company

Viridis Real Estate owns and manages a portfolio of commercial office buildings.