Job Description
AKF(UK) JOB DESCRIPTION
1. JOB TITLE
Facilities and Operations Manager
2. REPORTING RELATIONSHIPS
JOB TITLE
FOR
2.1 REPORTS DIRECTLY TO
Head of Kings Cross Properties
Strategic direction, measuring performance against targets, regular reviews, role modelling, support, guidance, development and performance management.
2.2 REPORTS INDIRECTLY TO
AKF(UK) Property Committee
Reporting on financial results, compliance, company law, charities legislation.
2.3 DIRECT REPORTS
Facilities and Maintenance Assistant Manager
Facilities and Maintenance Officer x 3
Strategic & Operational direction, measuring performance against targets, regular reviews, role modelling, support, guidance, development and performance management.
3. JOB PURPOSE
In the heart of London's Knowledge Quarter, the Aga Khan Centre (AKC) is a place for education, knowledge, cultural exchange and insight into Muslim Civilisations and is home to three organisations founded by His Highness the Aga Khan, The Institute of Ismaili Studies (IIS), the Aga Khan University Institute for the Study of Muslim Civilisations (AKU-ISMC) and the Aga Khan Foundation United Kingdom (AKF(UK .
This role is responsible for managing the effective functioning of the Aga Khan Centre to provide safe, efficient, secure, legally compliant and environmentally friendly spaces for residents, employees, students and visitors.
1. Leading a small team, the Facilities and Operations Manager will be responsible for providing a seamless support service to manage and deliver high quality proactive and reactive maintenance to a standard which is in accordance with the nature of the Aga Khan Centre and provides value for money. The role covers all aspects of repairs & maintenance including plumbing, air conditioning, electrics, building fabric, health & safety and emergency support and requires the postholder to be hands on, supporting the maintenance team with technical support, knowledge & coordination as well as executing PPM plans, managing contractors and overseeing and inspecting works.
The Facilities and Operations Manager will be a natural people person who leads with warmth, fairness and consistency, builds strong relationships across the team and the wider building, and is confident in managing day-to-day people situations with empathy, sound judgment and a balanced approach.
This is an office-based role, Monday to Friday, 8 hours per day (including a 1-hour unpaid break), to be worked flexibly within the hours of 8am and 6pm. Whilst weekend work is rare, there may be occasional requirements to attend site outside of normal working hours. The postholder will also be required to be on call for out of hours emergencies.
4. KEY RESPONSIBILITIES
4.1 AKC Building Operations
Oversee and manage the teams responsible for the reception, security and cleaning.
To prepare and keep up to date the Facilities Management (FM) Plan for AKC and the approach taken for each 'hard' and 'soft' FM service, including planned preventative maintenance and lifecycle replacements, ensuring that a suitable, safe, high-quality operating environment is provided.
To act as a point of contact for technical support in order to reduce supplier callouts and ensure the correct supplier is allocated to resolve the problem, after issues have been looked at in-house first.
To manage, plan and monitor the day-to-day repairs and maintenance activities of the building management team, ensuring works are completed on time, to the highest quality and in line with the approved FM plan.
To coordinate and manage activities of suppliers working in and around AKC including checking and approving completed work, ensuring it is on budget, within agreed timescales and to the quality required.
To act on defects highlighted in suppliers' reports and ensure resolution following up on any unresolved issues that could affect plant or equipment performance and safety.
To ensure the AKC maintenance reporting system is updated with work carried out and outstanding tasks.
To ensure maintenance supplies, spares and stock levels are monitored and supplies are always available.
To receive, review, store and respond to suppliers' reports, i.e. lifts, eye bolts, water sampling, lighting protection, etc. and supply a level of technical advice to ensure compliance with the relevant legislation.
To maintain and review equipment asset registers and update accordingly.
Responsible for the Health and Safety policy for AKC and liaising with outsourced consultants to ensure that AKC is compliant and required checks are carried out.
To maintain all maintenance and H&S documents, registers and systems at all times and act as knowledge-holder on behalf of AKF(UK) for Operation Manuals, as-built drawings, maintenance records, licences and operating certificates related to AKC.
Working in conjunction with the AKC IT team and external providers be responsible for the operation and maintenance of the core building services systems including for FM, Room Booking and Security.
To adhere to the AKC environmental policy promoting and driving energy & water saving initiatives as well as recycling initiatives at all times.
Plan and implement minor projects to optimize space utilisation within AKC. Participate as a key stakeholder in major projects.
Support the relationships with the tenants of the AKC retail units.
Ensure that the gardens embedded within the AKC, and the surrounding grounds and gardens are properly cared for and landscaped.
Liaise with the Estate Landlord and their agents regarding estate management, central services, infrastructure and security issues and maintenance of the public realm around AKC
Liaise with other building managers on the KX Estate and maintain good neighbourly relations.
Respond to emergency situations or other urgent issues involving AKC.
4.2 AKC Building Administration
To prepare an annual operational plan and budget for the AKC building management team.
To provide commentary and analysis for the monthly building management finance report and work with the Property Finance Manager to ensure that there is an up to date forecast at all times.
To lead any supplier procurement processes related to building management.
Monitor and approve all building management supplier invoices and staff expenses for payment in line with approved budgets. Seek additional approvals for unbudgeted or excess expenditure.
To ensure that safeguarding processes are embedded into all building management operations, all building management supplier contracts and the building management policies and processes.
To routinely review standards of service and ensure best practices are being followed and to benchmark the costs of AKC building management against equivalent buildings to assess and demonstrate value for money.
Manage and maintain the SLA standards, KPIs and targets for the AKC building management team.
To own the AKC building management risk register ensuring that it is up to date at all times.
To attend the AKF(UK) Property Committee meetings
Work flexibly in terms of working hours to support and accommodate events and incidents outside of regular working hours.
To ensure all tasks from the Security Audit are completed promptly, while maintaining up to date policies including the Critical Incident Plan and Office Security Plan
4.3 AKC Events
To ensure that the building management team support the events management team with all large and complex events, including organising facilities for car parking, traffic control, security, first aid, and hospitality.
To ensure that the building management team supports the dismantling and removal of the event materials and clearing the venue efficiently.
4.4 People Management
Help the AKF(UK) CEO and Senior Management Team promote an organisational culture of teamwork and service, high-quality, transparency and accountability, innovation, and inclusiveness.
Supervise, coach and mentor building management staff, building a highly skilled and motivated team demonstrating best practice in the sector and exemplifying AKF (UK) values and behaviours.
Oversee and set annual performance objectives and evaluate performance in accordance with the AKF (UK)'s staff performance management procedures.
Identify staff with potential for advancement and, as part of succession planning, contribute to their development.
Build a culture throughout the building management team of continuous improvement, in which staff are cognizant of and influence the broader learning agenda alongside delivery objectives.
Carry out any other duties as assigned by the Head of Kings Cross Properties.
5. QUALIFICATIONS, EXPERIENCE, SKILLS, KNOWLEDGE, ATTRIBUTES & BEHAVIOURS
5.1 Qualifications
A degree in Facilities Management or similar qualification would be an advantage.
5.2 Experience
Experience of staff management
Experience of managing third-party contractors
Experience in managing complex mechanical, electrical and plumbing systems
Experience of managing planned preventative maintenance for hard and soft services
Experience of working in a complex, multi-stakeholder environment
. click apply for full job details
1. JOB TITLE
Facilities and Operations Manager
2. REPORTING RELATIONSHIPS
JOB TITLE
FOR
2.1 REPORTS DIRECTLY TO
Head of Kings Cross Properties
Strategic direction, measuring performance against targets, regular reviews, role modelling, support, guidance, development and performance management.
2.2 REPORTS INDIRECTLY TO
AKF(UK) Property Committee
Reporting on financial results, compliance, company law, charities legislation.
2.3 DIRECT REPORTS
Facilities and Maintenance Assistant Manager
Facilities and Maintenance Officer x 3
Strategic & Operational direction, measuring performance against targets, regular reviews, role modelling, support, guidance, development and performance management.
3. JOB PURPOSE
In the heart of London's Knowledge Quarter, the Aga Khan Centre (AKC) is a place for education, knowledge, cultural exchange and insight into Muslim Civilisations and is home to three organisations founded by His Highness the Aga Khan, The Institute of Ismaili Studies (IIS), the Aga Khan University Institute for the Study of Muslim Civilisations (AKU-ISMC) and the Aga Khan Foundation United Kingdom (AKF(UK .
This role is responsible for managing the effective functioning of the Aga Khan Centre to provide safe, efficient, secure, legally compliant and environmentally friendly spaces for residents, employees, students and visitors.
1. Leading a small team, the Facilities and Operations Manager will be responsible for providing a seamless support service to manage and deliver high quality proactive and reactive maintenance to a standard which is in accordance with the nature of the Aga Khan Centre and provides value for money. The role covers all aspects of repairs & maintenance including plumbing, air conditioning, electrics, building fabric, health & safety and emergency support and requires the postholder to be hands on, supporting the maintenance team with technical support, knowledge & coordination as well as executing PPM plans, managing contractors and overseeing and inspecting works.
The Facilities and Operations Manager will be a natural people person who leads with warmth, fairness and consistency, builds strong relationships across the team and the wider building, and is confident in managing day-to-day people situations with empathy, sound judgment and a balanced approach.
This is an office-based role, Monday to Friday, 8 hours per day (including a 1-hour unpaid break), to be worked flexibly within the hours of 8am and 6pm. Whilst weekend work is rare, there may be occasional requirements to attend site outside of normal working hours. The postholder will also be required to be on call for out of hours emergencies.
4. KEY RESPONSIBILITIES
4.1 AKC Building Operations
Oversee and manage the teams responsible for the reception, security and cleaning.
To prepare and keep up to date the Facilities Management (FM) Plan for AKC and the approach taken for each 'hard' and 'soft' FM service, including planned preventative maintenance and lifecycle replacements, ensuring that a suitable, safe, high-quality operating environment is provided.
To act as a point of contact for technical support in order to reduce supplier callouts and ensure the correct supplier is allocated to resolve the problem, after issues have been looked at in-house first.
To manage, plan and monitor the day-to-day repairs and maintenance activities of the building management team, ensuring works are completed on time, to the highest quality and in line with the approved FM plan.
To coordinate and manage activities of suppliers working in and around AKC including checking and approving completed work, ensuring it is on budget, within agreed timescales and to the quality required.
To act on defects highlighted in suppliers' reports and ensure resolution following up on any unresolved issues that could affect plant or equipment performance and safety.
To ensure the AKC maintenance reporting system is updated with work carried out and outstanding tasks.
To ensure maintenance supplies, spares and stock levels are monitored and supplies are always available.
To receive, review, store and respond to suppliers' reports, i.e. lifts, eye bolts, water sampling, lighting protection, etc. and supply a level of technical advice to ensure compliance with the relevant legislation.
To maintain and review equipment asset registers and update accordingly.
Responsible for the Health and Safety policy for AKC and liaising with outsourced consultants to ensure that AKC is compliant and required checks are carried out.
To maintain all maintenance and H&S documents, registers and systems at all times and act as knowledge-holder on behalf of AKF(UK) for Operation Manuals, as-built drawings, maintenance records, licences and operating certificates related to AKC.
Working in conjunction with the AKC IT team and external providers be responsible for the operation and maintenance of the core building services systems including for FM, Room Booking and Security.
To adhere to the AKC environmental policy promoting and driving energy & water saving initiatives as well as recycling initiatives at all times.
Plan and implement minor projects to optimize space utilisation within AKC. Participate as a key stakeholder in major projects.
Support the relationships with the tenants of the AKC retail units.
Ensure that the gardens embedded within the AKC, and the surrounding grounds and gardens are properly cared for and landscaped.
Liaise with the Estate Landlord and their agents regarding estate management, central services, infrastructure and security issues and maintenance of the public realm around AKC
Liaise with other building managers on the KX Estate and maintain good neighbourly relations.
Respond to emergency situations or other urgent issues involving AKC.
4.2 AKC Building Administration
To prepare an annual operational plan and budget for the AKC building management team.
To provide commentary and analysis for the monthly building management finance report and work with the Property Finance Manager to ensure that there is an up to date forecast at all times.
To lead any supplier procurement processes related to building management.
Monitor and approve all building management supplier invoices and staff expenses for payment in line with approved budgets. Seek additional approvals for unbudgeted or excess expenditure.
To ensure that safeguarding processes are embedded into all building management operations, all building management supplier contracts and the building management policies and processes.
To routinely review standards of service and ensure best practices are being followed and to benchmark the costs of AKC building management against equivalent buildings to assess and demonstrate value for money.
Manage and maintain the SLA standards, KPIs and targets for the AKC building management team.
To own the AKC building management risk register ensuring that it is up to date at all times.
To attend the AKF(UK) Property Committee meetings
Work flexibly in terms of working hours to support and accommodate events and incidents outside of regular working hours.
To ensure all tasks from the Security Audit are completed promptly, while maintaining up to date policies including the Critical Incident Plan and Office Security Plan
4.3 AKC Events
To ensure that the building management team support the events management team with all large and complex events, including organising facilities for car parking, traffic control, security, first aid, and hospitality.
To ensure that the building management team supports the dismantling and removal of the event materials and clearing the venue efficiently.
4.4 People Management
Help the AKF(UK) CEO and Senior Management Team promote an organisational culture of teamwork and service, high-quality, transparency and accountability, innovation, and inclusiveness.
Supervise, coach and mentor building management staff, building a highly skilled and motivated team demonstrating best practice in the sector and exemplifying AKF (UK) values and behaviours.
Oversee and set annual performance objectives and evaluate performance in accordance with the AKF (UK)'s staff performance management procedures.
Identify staff with potential for advancement and, as part of succession planning, contribute to their development.
Build a culture throughout the building management team of continuous improvement, in which staff are cognizant of and influence the broader learning agenda alongside delivery objectives.
Carry out any other duties as assigned by the Head of Kings Cross Properties.
5. QUALIFICATIONS, EXPERIENCE, SKILLS, KNOWLEDGE, ATTRIBUTES & BEHAVIOURS
5.1 Qualifications
A degree in Facilities Management or similar qualification would be an advantage.
5.2 Experience
Experience of staff management
Experience of managing third-party contractors
Experience in managing complex mechanical, electrical and plumbing systems
Experience of managing planned preventative maintenance for hard and soft services
Experience of working in a complex, multi-stakeholder environment
. click apply for full job details
About Aga Khan Foundation (UK)