Facilities Manager UK & Ireland Job description - Student Accommodation
5 days ago
Leicester
The Facilities Manager runs planned maintenance, reactive maintenance and project works across the LUMYA Living portfolio in the UK and Ireland. The role holds statutory compliance and operational control of the buildings, keeps FM spend inside agreed budgets, and makes sure health, safety and FM practice follows company policy and the law in each jurisdiction. The role carries three things beyond day-to-day maintenance delivery. The first is the technical development of the maintenance team. The postholder teaches, coaches and assesses operatives so the in-house team takes on more work directly, to a higher standard, year on year. This is a standing duty, and it is measured. The second is project delivery. Refurbishment, plant replacement and improvement work at the UK and Ireland sites are the responsibility of this role, from scope through to handover and defect closure. The third is consistency. The postholder works alongside the European FM lead so that compliance practice, PPM standards, contractor management and reporting look the same across the whole portfolio and works with the Viridis Real Estate asset management team on capex planning and lifecycle strategy. • Hold statutory compliance across every UK and Ireland property and keep a complete and current evidence file for each asset., • Apply UK health and safety law, the Building Safety Act, fire safety duties and water hygiene requirements across the UK sites., • Apply the equivalent Irish requirements on the Ireland portfolio, including fire safety certification and the Safety, Health and Welfare at Work Act., • Close out actions arising from fire risk assessments, water risk assessments and health and safety audits within agreed timescales., • Check that operatives and contractors follow safe working practice, and challenge it on site when they do not., • Investigate incidents, report them inside the statutory window and turn the findings into a change in practice., • Run the PPM programme against SFG20 and keep the schedules accurate for every property., • Make sure operatives and third parties progress, update and close reactive jobs accurately and within SLA., • Monitor job scheduling on the CAFM system so work is planned inside SLA and hits the required KPI., • Manage the daily productivity of the maintenance team and plan resource so planned and reactive work can be delivered without leaning on overtime and callout., • Manage suppliers and subcontractors to LUMYA requirements, including RAMS, permits and site rules., • Lead and support site teams on the contract management of soft services, security and cleaning., • Keep the built environment and operational brand standard, including plant condition, tools, workwear and PPE., • Deliver the summer turnaround and void programme so no unit is held off the market by outstanding maintenance., • Maintain a skills matrix for every maintenance operative covering electrical, mechanical, water hygiene, fire safety, fabric and building systems competence, and keep it current., • Write and review a development plan with each operative, setting out what they will learn next, how they will be taught it, and how competence will be assessed., • Deliver hands-on coaching on site. Work alongside operatives on live jobs, demonstrate the task, watch them repeat it, and record the outcome., • Run a monthly toolbox talk at each site on a topic drawn from recent jobs, audit findings or near misses., • Plan and book external and accredited training where the skill cannot be taught in-house and manage the budget for it., • Track certification currency across the team and schedule renewals before they lapse., • Induct new starters against a written standard and sign them off as competent within 90 days., • Identify tasks currently going to contractors that the team could take on with training and build the case for bringing them in-house., • Arrange cross-site shadowing so operatives learn plant and systems they do not see at their own building., • Build a succession route into the maintenance team, including apprenticeships and progression from site to regional roles., • Feed technical lessons from incidents and plant failures back into training so the same fault is not repeated elsewhere in the portfolio., • Own the delivery of refurbishment, plant replacement and improvement works across the UK and Ireland sites., • Write the scope, obtain competitive tenders and recommend award., • Manage projects on site to programme, budget and specification, and keep the building trading through the works wherever possible., • Apply CDM duties and hold contractors to the site safety standard., • Run handover and snagging, and close defects within the liability period rather than absorbing them into maintenance., • Report progress, spend and risk on each project to the Associate Operations Director and to the Viridis asset management team., • Support mobilisation on new acquisitions and comment on maintainability and lifecycle cost before handover., • Work with the Viridis Real Estate asset management team on capex planning and lifecycle strategy for the UK and Ireland assets., • Maintain 25-year lifecycle plans for every property in scope and update them annually against current condition data., • Produce costed business proposals with options, whole life cost and payback so capex decisions can be made on evidence., • Develop and maintain sinking fund forecasts for each property and reconcile them to the lifecycle plan., • Keep the asset register accurate, including condition, age, warranty position and replacement date., • Manage the FM operating budget across the UK and Ireland portfolio and report variance monthly., • Provide the detail behind budget plans in time for the budget cycle and support the preparation of monthly management accounts., • Raise purchase orders before works are instructed, process subcontractor paperwork promptly and keep expenses within agreed levels., • Review operational efficiency with the Finance Manager and site leads, covering daily jobs, material cost, subcontractor usage and out of hours work., • Work with the Associate Operations Director Europe and the European FM so compliance practice, PPM standards, contractor management and reporting are consistent across the portfolio., • Agree common FM standards, templates and reporting formats and apply them at the UK and Ireland sites., • Share what works and what has failed and adopt European practice where it is better than the UK method., • Contribute to group procurement where scale across both regions produces a better price or a better contractor., • Work within the LUMYA Living values., • Set objectives and measure performance through appraisals and regular one to ones., • Manage, motivate and support the team to deliver the required standards, including operatives based at sites the postholder does not work from., • Cascade relevant information to the team promptly., • Hold a professional working relationship with site General Managers, the Viridis asset management and acquisitions teams and other stakeholders, and attend the relevant meetings, working groups and forums., • Prepare monthly reports for the Associate Operations Director and other business reports as required, and make sure the issues raised in them are dealt with., • Keep a customer focused approach across the portfolio, recognising that maintenance work happens in people's homes. #J-18808-Ljbffr
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