Assistant Building Manager – 40 Grosvenor Place, London Management 40 Grosvenor Place Freelance

Savills Company
Purpose of the Role

The main purpose of the job is supervising all aspects of the day-to-day running and maintenance of the property under the job holders’ control, including engaging with Occupiers, supervision of Contractors and ensuring the required standards are achieved and maintained at all times.

Key Responsibilities

• Assist in the preparation, monitoring and reconciliation of service charge budget
• Check and approve expenditure against service charge budget
• Provide best in class customer service to internal and external customer base
• Maintain regular and effective communication with clients and tenants
• Supervise site-based staff, ensuring all people related policies and procedures are followed
• Maintain regular and effective communication with internal colleagues in Property Management, support functions at 40GP
• Monitor works conducted/service provided by suppliers
• Audit and inspect supplier delivery
• Measure and report supplier performance against agreed SLAs
• Manage suppliers to ensure effective, safe and compliant delivery of all M&E related services, including life safety systems, vertical transportation equipment and public health systems
• Procure goods and services, following procedures and policies
• Contribute to the preparation of management reports for a variety of stakeholders and attend management meetings are required.
• Undertake regular building inspections, complete reports and initiate/progress any required works
• Assist Building Manager to ensure compliance with all current statutory legislation in respect of health and safety and the environment
• Assist Building Manager to manage local environmental activities to meet statutory obligations and achieve/retain industry standards e.g. ISO14001 working with sustainability team
• Ensure compliance with all internal procedures and policies – e.g. Procurement, Finance, Compliance, HR
• Ensure security and emergency procedures are robust and always adhered to, taking an active role in the event of emergency situations
• Complete administrative tasks as required to include use of systems, filing, inventory within the 40GP database management portal
• SOW Permit control You will regularly check the permit system ensuring all permits are signed off or rejected and expired permits are closed.
• Assist in the processing of invoices, ensuring that they are coded, correctly for processing via Savills Proactis system
• Manage Data Station – compliance portal
• You will review the helpdesk daily to ensure jobs raised are being actioned and customers updated.
• You will ensure that the occupier handbooks are up to date and that processes and procedures are adhered to all times.
• To ensure that the incoming occupier post is dealt with in an efficient manner.

Safety & Security

• Ensure compliance with all client and Savills procedures and policies, including health and safety, COSHH and environmental matters.
• Ensure compliance with all statutory requirements and codes of practice, health and safety requirements.
• Manage day-to-day security at the site and undertake ad hoc patrols as required.
• Supervise the security contractor during periods when a relief guard is working on site

Promotions/ Public Relations

• Establishing and developing good relations and partnerships with various authorities and local agencies, notably:-
• Local authority
• Police
• Fire brigade
• Public transport providers
• Ensure that all promotional activities are carried out with due care and attention to the Health Safety and welfare of staff, customers and occupiers.
• Establish and develop close working relationships with tenant representatives and manage tenant satisfaction, and confidence in Savills service delivery.

Quality Assurance

• Adhere to all quality assurance requirements.
• Always ensure compliance with operational standards.

Skills, Knowledge and Experience

Candidates will be required to demonstrate the following:

Essential

• Self-motivated, able to work on own initiative.
• Excellent inter-personal skills and a strong commitment to customer service are vital.
• Some experience in the management of multiple commercial property.
• Experience in the supervision of contractors and coordinating reactive repairs on site.
• Good understanding of property management.
• Effective people management skills.
• Excellent communications skills and ability to deal with tenant issues on a day to day basis.
• A good knowledge and understanding of legislative health & safety requirements.
• Good time management skills able to respond to deadlines.

Desirable

• Ability to use full range of Microsoft applications inc. Word, Excel, Outlook.
• Membership or Associate Membership of IWFM
• Managing Safely – accredited by IOSH

Working Hours – 35 hours/week. 9:00-17:00

Salary – £40,000-£42,000

Please see our Benefits Booklet for more information.