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Facilities Business Support Manager

Contract Type: Permanent
Location: Westminster, London
Salary: £21 - £22 per hour
Start Date: ASAP
Duration: Permanent
REF: FM1_1641375377
Contact Name: Jay Peter-Simmons
Contact Email:
Job Published: 17 days ago

Job Description

Role Responsibilities:

  • Oversee, and contract manage where outsourced, the soft services function ensuring a reliable good service is delivered by the front of house team and soft service contracts. To ensure all related contracts remain in contract, managed and provide value for money.
  • To monitor the department's performance against SLAs and KPIs using data from the CAFM system; to collate, interpret and present data for standard weekly, monthly and quarterly reports; to present KPI data to the Senior Management Team weekly meeting.
  • To monitor, analyse and evaluate expenditure trends, ensuring finances and budgets are managed in adherence to the agreed targets. Providing timely and accurate finance reporting including monthly variance reporting with commentary for reason of over/under-spend and action plan where necessary.
  • Responsible for monitoring and ensuring adherence to governance and group policy and procedures. Including procuring of suppliers, contract set up and spend guidelines.
  • To create and maintain a register of leased properties, including rent due dates, break clause opportunity dates and lease expiry dates; to maintain such dates within the Computer Aided Facilities Management (CAFM) system as appropriate
  • To provide efficient administration of the lease, service charge and business rates charges for properties within the corporate estate portfolio, including ensuring mandatory relief available to Peabody in respect of business rates is correctly applied.
  • To maintain a register of Facilities-managed properties let to third parties, and carrying out compliance audits to ensure tenants are fulfilling their obligations
  • To provide support to the Facilities Estates Manager in the administration of leases, lease renewals, dilapidation's negotiations etc
  • Co-ordinate the training of new and existing staff on the organisation's various systems, including IPOS (purchase to pay system), Help Desk, CAFM system, and HR system.
  • Co-ordinate the training and development of the department's staff based on individual development plans agreed with line managers at staff reviews. To complete and maintain a live skills matrix, role requirements and skills gap analysis to support development plans. To be the department liaison with the Learning & Development business partner.
  • To review, implement and monitor departmental back office policies, procedures and systems of work; to look to improve the department's effectiveness and efficiency in the way that the operation is supported.
  • To coordinate regular contract reviews with the main suppliers used by the department to deliver hard and soft services, using data from the CAFM system; to help ensure that the suppliers are performing and providing value for money
  • To act as the facilities department sustainability lead, engaging with the Eco Champion team and coordinating improvements and activity across portfolio. Working with service providers to deliver innovation and sustainable better ways of working.
  • To monitor and support department wide projects ensuring they are managed to time lines set and project brief met, providing monthly progress reporting.
  • To review and investigate methods of continuous improvement including looking at our customer experience and methods of streamlining and improving interaction.
  • To deputise for members of the senior management team when required.
  • To manage the department's communications with its stakeholders, within the department and on the organisation's intranet, including news stories, relevant updates, maintaining facilities pages and staff engagement exercises.
  • Department lead for coordinating archiving activity, proactively working with business units to reduce spend and ensure adherence to regulations in regards to GDPR, information security and retention policies.
  • To undertake incident management and control duties as part of a local response or wider disaster recovery event and escalating decisions as appropriate. To assist line management review and develop the business continuity plan and act as department coordination of the plan.

If you are interested in the role please contact Jay on jay.peters-