Residential Facilities Manager

The role

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

• Hybrid working - to give you the flexibility you need
• Holidays: 25 days
• Enhanced auto enrolment pension scheme - to help you save for the future
• Life assurance - to protect your loved ones should the worst happen
• 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 for family cover
• 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.