Residential Facilities Manager

We are seeking a highly organised & proactive Residential Facilities Manager to work in our Facilities Management team located at our head office in London. The Residential Facilities Manager will be responsible for managing a high-end residential block portfolio located in West London & consisting of 30 blocks. The Residential Facilities Manager would be responsible for overseeing the daily operations, maintenance and safety across the portfolio.

Responsibilities

Assist in the management of all hard and soft service providers, monitoring SLAs and KPIs and re-tendering to ensure delivery of an efficient, quality and value for money service for our clients and the occupiers of their buildings/sites

Assist in the preparation and managing service charge budgets in accordance with the RICS code of practice

Monitoring and control of budget expenditure in tandem with Cluttons client accounting team

Assist in the Control of all Environmental and Health and Safety, ensuring compliance across all buildings and sites with legislation, codes of practice and Cluttons policies and procedures

Visiting and inspecting buildings and sites as necessary to ensure, as a minimum, key deliverables are met

Assist with internal and external parties in relation to project works across the portfolio

Regular and accurate reporting to the partners/property managers, clients and Cluttons H&S director

Dealing with ad hoc queries and tasks from the property management team, clients and occupiers

Developing and building good working relationships with residents & leaseholders to resolve issues promptly and professionally

Requirements

People

Liaising with partners and the property managers regularly and updating them on all current matters

Liaising with other departments (e.g. projects and building consultancy and fund management) as necessary

Instructing, managing and supervising of contractors in a good and timely manner who are required to work on sites under our control

Clients and business development

Providing client facing expertise in FM related matters

Reporting to clients, where instructed, all issues relating to building/site operation

Developing and building relationships with clients

Support partners and property mangers in tenders for new business

Identify areas for new business generation

Financial

Setting, monitoring and reconciling service charge budgets and accounts in consultation with the property managers, client accounts team and clients

Control and accurate coding of invoices ensuring prompt payment of suppliers

Ensuring fee income to the business is maximised whilst complying with the RICS code of practice

Working with property managers in dealing with insurance claims

Systems and process

Acting at all times in accordance with Clutton’s policies and procedures particularly those that relate to the Residential Management function along with health and safety and environmental

Ensuring that issues and priorities identified in environmental, general health, safety and fire risk assessments are actioned / dealt with in a timely manner and the online management system (currently RiskWise) is kept up to date

Ensuring all contractors used on buildings and sites are competent and accredited in accordance with the company’s policies and procedures

Actively reviewing procedures and proofing change to improve service delivery and compliance

Essential qualifications

Proven experience (3+ years) in facilities or property management, preferably in a residential setting

IOSH qualification or demonstrated knowledge and experience of health and safety

Membership of IWFM or another FM/property management qualification

Strong IT skills

Essential experience

Experience of managing high-end residential blocks, gardens & roadways

Experience in facilities management or property management role

Setting and management of service charge budgets

Experience of using property management systems (TRAMPS, Filestore would be an advantage)

Experience in the use of online environmental, health and safety management and compliance systems (e.g RiskWise)

Benefits

Holidays: 25 days increasing in line with length of service to a maximum of 30 days

Wellbeing hours: 2 per month where no location flexibility cannot be offered

Enhanced auto enrolment pension scheme - to help you save for the future

Life assurance - to protect your loved ones

Interest free season ticket loans

Cycle to work scheme - discounted bicycles

Flu and eye care vouchers - to keep you healthy

Employee Assistance Programme - 24/7 health & wellbeing support

Help@Hand Remote GP app - to give you and your family access to medical experts quickly

Platform hosting 1000s of discounts at your favourite retailers, restaurants, supermarkets, leisure & days out venues, gyms and more

Family & wellbeing policy - including enhanced maternity pay, menopause support, neurodiversity support, carer support, company sick pay and much more

Plus a Flexible benefits policy that allows you to pick and choose additional benefits as below:

Purchasing up to 5 days additional holiday

Discounted gym membership

Discounted dental insurance

Discounted private medical insurance

Discounted critical health insurance and more

We recognise that diversity in all its forms including but not limited to race, gender, age, sexual orientation, disability, and background - 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, knowing their unique perspectives are welcomed and appreciated. We actively seek applicants from all backgrounds and want you to get in touch even if you don’t have all the skills we have asked for - we will support you with the development you need.

Recruitment agencies

Cluttons will only pay agency fees where a signed agreement is in place and the agency has been instructed by a member of our HR team. We do not accept speculative or unsolicited CVs from any third party, including recruitment agencies. Any CVs submitted to Cluttons or any of our employees outside of our formal recruitment process, including those sent directly to hiring managers or other employees, will be deemed unsolicited and will not be eligible for any agency fees.