Facilities Manager

ABOUT GREYSTAR

Greystar is a leading, fully integrated global real estate platform offering expertise in property management, investment management, development, and construction services in institutional-quality rental housing. Headquartered in Charleston, South Carolina, Greystar manages and operates over $350 billion of real estate in more than 260 markets globally with offices throughout North America, Europe, South America, and the Asia-Pacific region. Greystar is the largest operator of apartments in the United States, managing over one million units/beds globally. Across its platforms, Greystar has nearly $79 billion of assets under management, including over $34 billion of development assets and over $36.5 billion of regulatory assets under management. Greystar was founded by Bob Faith in 1993 to become a provider of world-class service in the rental residential real estate business. To learn more, visit www.greystar.com.

JOB DESCRIPTION SUMMARY

The Facilities Manager supports the Community Manager to achieve operations and financial goals, through overseeing the teams and performing the facilities tasks of a technical services and property maintenance function to both the internal and external parts of buildings, grounds, amenities, and common areas, to meet the Company’s requirements for building standards, health and safety, statutory compliance and overall asset functionality.

JOB DESCRIPTION

Key Role Responsibilities

• Acts as a role model at all times by demonstrating the core values.
• Actively seeks interaction and contact with residents to proactively seek to improve service delivery and takes appropriate action to resolve and address service issues.  
• Assigns and ensures completion of work orders generated from resident requests for service within the appropriate time and to the required standards, as well as ensuring the routine upkeep on the properties by diagnosing the source or cause of the defect or problem, and making repairs in accordance with established policies, procedures, and safety standards.
• Monitors the building services maintenance and management regime to ensure the mechanical, electrical and other building services plant and equipment reach their expected life span. Notification of major defects or failure trends to the Community Manager and Estates Manager with recommended actions and costings where appropriate.
• Works with external stakeholders on a regular basis i.e. local council, project managers, fire services to ensure the property is compliant in all aspects of its works.
• Works with the Estates Management team to ensure Fabric, Electrical and Mechanical works are correctly specified and technical advice is available and be the point of contact for Capital works handover back to the property.
• Provides the Estates Management team with monthly reporting of PPM, potential life cycle replacement and contractor performance reviews.
• Inspects work performed by other maintenance team members to assess workmanship, effectiveness of policies and procedures and develop corrective action plans as needed.
• Hires, onboards and develops capability of team members in order to meet key performance goals and future succession requirements.
• Contributes to the development of the annual budget(s) for the properties and is accountable for attainment of related budget goals by analysing and evaluating financial statements, reconciling monthly statements against approved budget, and working with the Community Manager.
• Originates, approves and submits purchase orders and processes invoices from vendors, contractors and service providers for payment and manages communication with finance team members and other stakeholders as required.
• Maintains adequate inventory of spare parts and maintenance materials and works with Community Manager to order supplies and tools as needed to stay within budgetary guidelines. 
• Develops and actions regular planned preventative maintenance (PPM) schedules with the approved supply chain of contractors at the required intervals. Contributes to the selection and management of the PPM Contractors.
• Monitors reactive, statutory and PPM, works ensuring service level agreements are met, and accurate, up to date records are kept on systems and at the property.
• Coordinates and monitors minor works contractors and suppliers’ standards; retains accurate stock records, site operations log, including all relevant RAMS & Permits to work, testing records and conducts annual PAT testing to achieve statutory compliance. Ensures that the Asset Management Plan documentation (Operations and Maintenance Manuals, Health and Safety File and Statutory records) are maintained in an up to date state in each property.
• Reviews and actions site risk assessments and method statements as required with Community Manager. Checks that there are no Contractors allowed within or on the property without the necessary RAM’s, PPE, induction and permit to work notices when appropriate. Carries out the requirements of HASWA and CDM.
• Is available on call out of hours to respond to emergency situations to resolve problems or contact contractors to address.
• Ensures that the appearance and physical aspects of the properties meet established standards through routine quality and safety inspections, and communicates concerns and requests for capital as needed to provide for the physical upkeep of each property in the portfolio.
• Works with Community Managers to develop a positive culture aligned to our brand pillars; championing consistency and operational excellence in the area of facilities management. Proactive in striving for continuous improvement through feedback.

About You

• Good level of general education educated to ‘A’/HND Level as a minimum or equivalent with demonstrable written and numerical skills.
• Proficient in the use of Microsoft office packages including Word, Excel and Outlook.
• An understanding of UK Health & Safety laws and statutory regulations relating to buildings management including interactions with Local Authority Representatives.
• A qualification in electrical/mechanical engineering or plumbing (i.e. NVQ, City Guilds or similar) or the equivalent of an apprentice program or trade school in the building trades.
• Knowledge in all building repair trades, purchasing procedures and practices, painting and repair procedures.
• General knowledge/understanding of Health and Safety risks including manual handling, worksite safety, chemicals, trip and fall hazards.
• Continually strives to improve knowledge, skills and abilities to produce the best results.

Experience & Skills

Essential:

• Building maintenance experience in a Corporate residential environment (i.e. hotel, premium or private residential block) or experience in a related building trades field consisting of repairs, refurbishing, cleaning, heating, and maintenance administration.
• Previous experience of supervising contractors/suppliers and of working with teams repairing and maintaining premium residential buildings.
• Experience of developing and maintaining risk assessments, managing preventative maintenance systems and the ability to support the Community Manager to meet their obligations to operate a safe building.
• Exceptional communication skills and the ability to work with impact and influence and comfort with and awareness of the demands of working a customer-facing role.
• A strong work ethic and ability to work independently and take ownership of a task/project.
• A positive team player with a flexible and adaptable approach to work; including a willingness to work on-call or overtime where required.
• Strong commercial awareness with aptitude to determine the innovative and cost-effective solutions.

Desirable

• A degree or equivalent qualification in a related discipline, e.g. engineering or estates management may be beneficial.
• A knowledge and understanding of change management with the ability to effectively implement it when required.
• IOSH qualified.
• An understanding of HVCA SFG20 maintenance job plans.

Important Notice: Greystar will never request your banking details or other sensitive personal information during the interview process. Greystar does not conduct any interviews via text or messaging, and all communication will come from official Greystar email addresses (@greystar.com). If you receive suspicious requests, please report them immediately to [email protected].