Cluttons is hiring a Senior Facilities Manager to lead the comprehensive delivery of facilities management services for a residential client estate in West London. You will own the client relationship on all FM matters, ensuring legal compliance, safety, and service excellence.
What You'll Do
- Manage all hard and soft service providers, monitoring SLAs and KPIs and re-tendering to ensure efficient, quality, value-for-money service.
- Assist in preparing and managing budgets in accordance with the RICS code of practice.
- Monitor and control budget expenditure in tandem with the client accounting team.
- Lead and develop the FM team, Gardeners & Porters across the portfolio.
- Assist in controlling all Environmental and Health and Safety, ensuring compliance across all buildings and sites.
- Visit and inspect buildings and sites as necessary to ensure key deliverables are met.
- Support capital/refurbishment projects.
- Maintain accurate records via the business systems.
- Assist with internal and external parties in relation to project works across the portfolio.
- Provide regular and accurate reporting to partners/property managers, clients, and the H&S director.
- Deal with ad hoc queries and tasks from the property management team, clients, and occupiers.
- Develop and build good working relationships with residents & leaseholders to resolve issues promptly.
- Drive process improvements & service levels across the portfolio.
- Oversee the day-to-day management of the FM, Gardeners & Porters.
- Liaise regularly with partners and property managers, updating them on all current matters.
- Liaise with other departments (e.g., projects, building consultancy, fund management) as necessary.
- Instruct, manage, and supervise contractors in a good and timely manner.
- Provide client-facing expertise in FM related matters.
- Report to clients on all issues relating to building/site operation.
- Develop and build relationships with clients.
- Identify areas for new business generation.
- Set and monitor budgets and accounts in consultation with property managers, client accounts team, and clients.
- Control and accurately code invoices ensuring prompt payment of suppliers.
- Ensure fee income to the business is maximised whilst complying with the RICS code of practice.
- Work with property managers in dealing with insurance claims.
- Be the point of contact for all contractor invoice queries.
- Act in accordance with Cluttons' policies and procedures, particularly those relating to FM, health and safety, and environmental.
- Ensure issues from risk assessments are actioned timely and the online management system (RiskWise) is kept up to date.
- Ensure all contractors used are competent and accredited in accordance with company policies.
- Actively review procedures and proof change to improve service delivery and compliance.
- Actively keep all systems updated with correct information & review team outputs using reporting systems.
What We're Looking For
- Proven experience in facilities management, preferably in a residential setting.
- IOSH/NEBOSH qualification or demonstrated knowledge and experience of health and safety.
- Membership of IWFM or another FM qualification.
- Strong IT skills.
- Experience of managing residential blocks.
- Demonstrated leadership/management skills.
- Experience in a facilities management or property management role.
- Experience setting and managing budgets.
- Ability to solve complex problems and deliver a variety of options in complex situations.
- Experience of using property management systems (TRAMPS, Filestore, Vanitfy would be an advantage).
- Experience in the use of online environmental, health and safety management and compliance systems (e.g., RiskWise).
Technical Stack
- Property Management Systems: TRAMPS, Filestore, Vanitfy
- Compliance System: RiskWise
Team & Environment
You will lead the FM team, Gardeners & Porters across the portfolio. You will report to partners/property managers and the Cluttons H&S Director.
Benefits & Compensation
- Hybrid working.
- Holidays: 25 days increasing in line with length of service to a maximum of 30 days.
- Enhanced auto enrolment pension scheme.
- Life assurance.
- Interest free season ticket loans.
- Cycle to work scheme.
- Flu and eye care vouchers.
- Employee Assistance Programme.
- Help@Hand Remote GP app.
- Discounts platform hosting 1000s of discounts.
- Family & wellbeing policy.
- Flexible benefits policy allowing purchase of additional holiday, discounted gym membership, dental insurance, private medical insurance, critical health insurance.
Work Mode
This role offers a hybrid work arrangement and is located in West London.
We recognise that diversity in all its forms enriches our workplace and enhances our ability to serve our clients and community effectively. Our goal is to create a culture where everyone feels empowered to bring their authentic selves to work.
