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Deputy Facilities Manager – Cambourne – Permanent

Nicholas Howard Limited are delighted to be recruiting for a new and exciting role as a Deputy Facilities Manager.

Based in Cambourne, the successful candidate will provide a highly professional and efficient Facilities Management Service. The remit of this role includes the management of; Planned Preventative Maintenance (PPM), Reactive Maintenance, HSE Activities, Facilities Services Provision, Minor Works and any other relevant activities, under the direction of the Group Facilities Manager. It will be the responsibility of the post-holder to ensure that compliance with all relevant regulations and best practice is maintained and that an excellent service is provided to internal stakeholders.

Principal Elements

  • Working with the Facilities Team and leading on the coordination of the following activities in accordance with the pre-defined processes:
  • Planned Preventative Maintenance
  • Reactive Maintenance
  • Health and Safety Activities
  • Facilities Services Provision
  • Minor Works

Planned Preventative Maintenance

  • Monitoring and managing the planned maintenance activities that are becoming due – to ensure that they are booked in at the appropriate time by the Front of House / Facilities Assistant and do not become overdue.
  • Liaising and coordinating with internal stakeholders regarding any potential disruption.
  • Ensuring due diligence of the sub-contractor is carried out in advance of the visit in terms of acquiring copies of suitable and sufficient; insurances, qualifications, Risk Assessments & Method Statements etc. and that packs are ready in good time ahead of the planned visit.
  • Checking the due diligence packs are complete following the visit, chasing service sheets as required – so that all information can be uploaded to the FM system.
  • Identifying any remedials / further actions and capturing these on the FM system as separate issues.
  • Closing activities when appropriate in agreement with the Group Facilities Manager.

Reactive Maintenance

  • Raising job requests on the FM system.
  • Requesting quotes.
  • Booking in Reactive Maintenance Activities / calling out engineers as required.
  • Liaising and coordinating with internal stakeholders regarding any potential disruption.
  • Ensuring due diligence of the sub-contractor is carried out in advance of the visit in terms of acquiring copies of suitable and sufficient; insurances, qualifications, Risk Assessments & Method Statements etc. and that packs are ready in good time ahead of the reactive visit (where viable).
  • Checking the due diligence packs are complete following the visit, chasing service sheets as required – so that all information can be uploaded to the FM system.
  • Identifying any remedials / further actions and capturing these on the FM system as separate issues.
  • Closing issues when appropriate in agreement with the Group Facilities Manager.

Health, Safety & Environmental Activities

  • Ensuring that; health, safety and environmental matters are effectively managed in liaison with the HSE Officer e.g.
  • Management of contractors and works on site
  • Fire Safety Risk Assessments
  • Fire Strategy Compliance
  • Legionella Risk Assessments & Associated Regimes
  • LOLER Inspections
  • Statutory Inspections
  • Asbestos Management
  • Hazardous Waste Arrangements
  • Fire Call Point Tests and Emergency Evacuation Drills
  • Oxygen Depletion System Tests & Drills
  • Near Miss and Accident Reporting & Investigation

Facilities Services

  • General responsibility for the delivery of facilities services such as; cleaning, waste, vending, keyholding, grounds maintenance, pest control etc. albeit that some of these will be delegated on a day to day basis.
  • Specific responsibility for the Cleaning Service
  • Monitoring and managing the routine and periodical cleaning service
  • Handling staff complaints through to resolution
  • Dealing with ad-hoc cleaning requirements
  • Managing KPIs and conducting audits as required
  • Leading the monthly contract review meeting

Minor Works

  • Ensuring any works do not contravene what is permissible under the building lease in liaison with the Group Facilities Manager
  • Providing support in obtaining necessary consents
  • Complying with relevant legislation
  • Ensuring the fire strategy or other key provisions are not compromised
  • Planning and making the necessary arrangements regarding any disruption
  • Planning and overseeing works including ensuring quality of workmanship, receipt of post works documentation etc.

General

  • Administering the FM System
  • Ensuring policies and procedures are adhered to
  • Determining requirements specifications for services
  • Supporting tender processes
  • Organising Quotes
  • Hosting Site Visits
  • Space Management / Change of Use Planning
  • Managing aviation security requirements for service providers with access to the building
  • Invoice reconciliation / approval

To be considered for this position please apply below.