Job Description
Facilities Manager
Job Description Summary
To provide excellent Facilities Management leadership to the client’s property portfolio through effective and efficient management of their assets by proactive identification, scoping, pricing and managing Capex project works end-to-end - primarily on the AIA Account but also across other accounts as needed.
Job Description
KEY RELATIONSHIPS (INTERNAL/EXTERNAL)
Internal
Facilities Management Team – AIA and other FM Accounts
Facilities Services team – Service/Branch Managers, Project Managers and Estimators
Facilities Services team – Allocators and Administrators
Project Development Services (PDS) Team.
HR team
HSSE team
Customer Experience Centre team
Finance Team
External
AIA Property Team and client stakeholders
Other client teams and stakeholders
Suppliers
Sub-Contractors
JOB PURPOSE
Responsible for the delivery of all contractual KPI’s within the MSA aligned to delivery of Minor New Works & Project/Capital works.
Provide strong technical advice and innovation
Providing technical assistance and advice to all works to ensure value
Liaise with internal Facilities Services division to ensure cost saving efficiencies are identified and implemented
Identify cost saving measures and efficiencies and present to the client where possible
Develop and deliver initiatives and action plans based on the annual projects / capital plan
Manage variations including communication to key stakeholders
Proactively identify, scope, solution and manage Capex projects to improve client assets
Contractor management
Provide proactive management of subcontractors, ensuring:
All contractors are accredited, and this accreditation is maintained
Contractual KPI’s are achieved
Ensure all contractors follow client and internal processes in terms of safety, induction and training.
Monitor contractor pricing/invoicing against quotes
Works are completed to a high standard
Management of the authority and or permit to works required to deliver projects.
Financial management
Active management of minor new work / project works from allocation to final invoice and project reconciliations.
Assist with resolving Invoice and Work In Progress (WIP) queries, acting as an escalation point for project related works.
Act as an escalation point for outstanding subcontractor invoices
Safety management
Conduct regular site visits, inspections, and audits
Ensure all safety matters are reported internally and to the client
Adherence to Health and Safety systems and processes
Adherence to Quality systems and processes
Management and monitor all Works Permits.
Reporting
Maintain an effective communication channel with the client and internal stakeholders
Maintenance of an accurate database that will enable the generation of monthly and quarterly reports
Update FM Software systems as required
Prepare client reports
Provide open works progress reports to Asset Managers
ACCOUNTABILITIES
Delivery of KPI’s aligned to delivery of Minor New Works & Project/Capital works as outlined in the MSA
Client receiving service exceeding their expectations
Increasing business activity where possible to meet targets
Assist with keeping all Contractor Accreditation current as outlined in the MSA
Assist with managing the contracts database to ensure Sub-contractors meet the relevant KPI’s
Subcontractor invoice or WIP issues are proactively managed to completion
Client is invoiced for all completed works in the month completed
Contribute to a team performance that results in the successful re-negotiation of contract extensions
Management of all Supplier invoices are received, checked, authorised and processed in an accurate and timely manner using the agreed system (eg Reimbursement Schedule)
Contribution to the preparation and delivery of periodic and ad hoc reports
Client reports are delivered on time
Management of the quotes database
Managing collection and storage of all service records for client
Contribute towards maintenance of the Property, Lease and Asset databases
POSITION DIMENSIONS
Ensure all services are delivered in accordance with the MSA
Source and develop relationships within assigned clients to build business op
Contribute to the development of solutions for client by preparing and delivering reports or data that solve or address operational problems according to the specific requirement of the MSA
Achieve targeted budget imperatives for client contract/contracts under direct control and accountability
Effective financial analysis and financial management by contributing to management planning and identifying and controlling costs
Communicate regularly with external and internal clients including CW Call Centre to ensure achievement of KPI’s and client satisfaction targets are met
Manage Sub-contractors and self-delivered services to ensure CW polices are adhered to
Maintain Client asset data within JDE.
Assist with the management of sub-contractor invoices to achieve timely approval and payment
Support the provision of monthly reports and analysis of client contract performance and identify opportunities for improvement
Achieve continuous improvement of internal systems and processes
National travel may be required during ad-hoc periods
BACKGROUND AND EXPERIENCE
Minimum of five years’ experience in Facilities Management, ideally in an outsourced FM environment with strong project management experience involving capital projects ($50k - $2Mill)
QUALIFICATIONS & TECHNICAL SKILLS
Relevant trade/property/business qualification an advantage
Prince2 or similar practitioners would also be advantageous
Strong Technical background, ideally trade qualified
Ability to produce data-based reports and navigate FM software systems
Ability to manage sub-contractors to deliver quality and timely services
Ability to prepare professional high-quality documentation ready for submission to the client
Experience scoping, pricing trade quotes and managing Capital projects
Strategic thinking
Sound Knowledge of Excel, Word, Outlook and JDE (preferred)
PERSONAL CHARACTERISTICS
The ability to think on your feet
Excellent problem solving ability
Excellent customer service skills
Planning ability – ability to prioritise workload
Effective communication skills
Team player
INCO: “Cushman & Wakefield”
Job Description Summary
To provide excellent Facilities Management leadership to the client’s property portfolio through effective and efficient management of their assets by proactive identification, scoping, pricing and managing Capex project works end-to-end - primarily on the AIA Account but also across other accounts as needed.
Job Description
KEY RELATIONSHIPS (INTERNAL/EXTERNAL)
Internal
Facilities Management Team – AIA and other FM Accounts
Facilities Services team – Service/Branch Managers, Project Managers and Estimators
Facilities Services team – Allocators and Administrators
Project Development Services (PDS) Team.
HR team
HSSE team
Customer Experience Centre team
Finance Team
External
AIA Property Team and client stakeholders
Other client teams and stakeholders
Suppliers
Sub-Contractors
JOB PURPOSE
Responsible for the delivery of all contractual KPI’s within the MSA aligned to delivery of Minor New Works & Project/Capital works.
Provide strong technical advice and innovation
Providing technical assistance and advice to all works to ensure value
Liaise with internal Facilities Services division to ensure cost saving efficiencies are identified and implemented
Identify cost saving measures and efficiencies and present to the client where possible
Develop and deliver initiatives and action plans based on the annual projects / capital plan
Manage variations including communication to key stakeholders
Proactively identify, scope, solution and manage Capex projects to improve client assets
Contractor management
Provide proactive management of subcontractors, ensuring:
All contractors are accredited, and this accreditation is maintained
Contractual KPI’s are achieved
Ensure all contractors follow client and internal processes in terms of safety, induction and training.
Monitor contractor pricing/invoicing against quotes
Works are completed to a high standard
Management of the authority and or permit to works required to deliver projects.
Financial management
Active management of minor new work / project works from allocation to final invoice and project reconciliations.
Assist with resolving Invoice and Work In Progress (WIP) queries, acting as an escalation point for project related works.
Act as an escalation point for outstanding subcontractor invoices
Safety management
Conduct regular site visits, inspections, and audits
Ensure all safety matters are reported internally and to the client
Adherence to Health and Safety systems and processes
Adherence to Quality systems and processes
Management and monitor all Works Permits.
Reporting
Maintain an effective communication channel with the client and internal stakeholders
Maintenance of an accurate database that will enable the generation of monthly and quarterly reports
Update FM Software systems as required
Prepare client reports
Provide open works progress reports to Asset Managers
ACCOUNTABILITIES
Delivery of KPI’s aligned to delivery of Minor New Works & Project/Capital works as outlined in the MSA
Client receiving service exceeding their expectations
Increasing business activity where possible to meet targets
Assist with keeping all Contractor Accreditation current as outlined in the MSA
Assist with managing the contracts database to ensure Sub-contractors meet the relevant KPI’s
Subcontractor invoice or WIP issues are proactively managed to completion
Client is invoiced for all completed works in the month completed
Contribute to a team performance that results in the successful re-negotiation of contract extensions
Management of all Supplier invoices are received, checked, authorised and processed in an accurate and timely manner using the agreed system (eg Reimbursement Schedule)
Contribution to the preparation and delivery of periodic and ad hoc reports
Client reports are delivered on time
Management of the quotes database
Managing collection and storage of all service records for client
Contribute towards maintenance of the Property, Lease and Asset databases
POSITION DIMENSIONS
Ensure all services are delivered in accordance with the MSA
Source and develop relationships within assigned clients to build business op
Contribute to the development of solutions for client by preparing and delivering reports or data that solve or address operational problems according to the specific requirement of the MSA
Achieve targeted budget imperatives for client contract/contracts under direct control and accountability
Effective financial analysis and financial management by contributing to management planning and identifying and controlling costs
Communicate regularly with external and internal clients including CW Call Centre to ensure achievement of KPI’s and client satisfaction targets are met
Manage Sub-contractors and self-delivered services to ensure CW polices are adhered to
Maintain Client asset data within JDE.
Assist with the management of sub-contractor invoices to achieve timely approval and payment
Support the provision of monthly reports and analysis of client contract performance and identify opportunities for improvement
Achieve continuous improvement of internal systems and processes
National travel may be required during ad-hoc periods
BACKGROUND AND EXPERIENCE
Minimum of five years’ experience in Facilities Management, ideally in an outsourced FM environment with strong project management experience involving capital projects ($50k - $2Mill)
QUALIFICATIONS & TECHNICAL SKILLS
Relevant trade/property/business qualification an advantage
Prince2 or similar practitioners would also be advantageous
Strong Technical background, ideally trade qualified
Ability to produce data-based reports and navigate FM software systems
Ability to manage sub-contractors to deliver quality and timely services
Ability to prepare professional high-quality documentation ready for submission to the client
Experience scoping, pricing trade quotes and managing Capital projects
Strategic thinking
Sound Knowledge of Excel, Word, Outlook and JDE (preferred)
PERSONAL CHARACTERISTICS
The ability to think on your feet
Excellent problem solving ability
Excellent customer service skills
Planning ability – ability to prioritise workload
Effective communication skills
Team player
INCO: “Cushman & Wakefield”
💡 Quick Summary
Seeking a career-building opportunity? The Facilities Manager position is now open for candidates interested in the Database Administrator sector. This role in Auckland offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Database Administrator is a plus.
