Buildings and Facilities Manager

Job Description
Job Title: Buildings and Facilities Manager
Hours: Full time
Reporting to: Operations Director
Direct reports: Estate Carpenter, Estate Plumber
Remuneration: Dependent on experience
BACKGROUND
The Woodhall Estate comprises of residential, commercial and agricultural property portfolios in Hertfordshire and London, commercial farming, forestry, environmental and wildlife management. At the core of the estate is the Grade II* Listed Woodhall Park; an 18th century park where the Grade I Listed mansion and campus is let to Heath Mount School, an independent school of 550 children.
The property portfolios provide a diverse range of buildings, structures and supporting infrastructure, providing homes, workplaces, and inspirational environments and landmarks for learning and enjoyment. These include traditional rural dwellings, city residences, former agricultural buildings now used as workshops and offices, shops, schools, operating farms, historic structures such as walls, weirs and bridges, and all supporting infrastructure.
With the continual aim to combine the values and features of a traditional estate with modern needs and long-term legacy, management of the built environment is approached with a strong conservation ethos together with a focus on innovation, diversification, customer needs, carbon footprint and technology. By continually investing in a number of natural and built environment restoration and improvement projects, sustainability initiatives, property refurbishments and potential new-build projects, the scope of work covered by the team at Woodhall is broad, challenging and fulfilling.
POSITION
An exciting and interesting role, forming a key part of the in-house team responsible for delivering all aspects of the conservation, maintenance, repair and improvement of the Estate's extensive and diverse built environment and associated services, in line with our strategic priorities and ambitious standards.
Leading the in-house buildings team and external contractors, the Building and Facilities Manager is responsible for planning and delivering all short and long term cyclical works and minor works projects, as well as co-ordinating reactive maintenance response and resolution across the Estate.
Effective communication, record-keeping, compliance monitoring and a focus on continually striving for high standards of service, quality and productivity underpins the role.
The position is subject to an Enhanced Criminal Records Bureau Disclosure in the event of a successful application.
Maintenance and Repair

• Take full responsibility for the maintenance, repair and statutory compliance of the Estate's let and in-hand property portfolio, associated facilities and infrastructure
• Directly manage the in-house buildings team, external contractors and suppliers
• Co-ordinate effective planning and response to emergencies
• Undertake condition surveys and defect inspections
• Provide operational and strategic advice on the repair, improvement and safety of buildings and structures
• Programme and deliver planned preventative annual maintenance and improvement works across the portfolios, ensuring a sympathetic approach to heritage buildings and improving resilience in terms of technology and energy performance.
• Work with the Tenancy Manager to operate an effective maintenance 'help desk', prioritising works requests for reactive maintenance, assessing and agreeing performance requirements, and allocating resources to meet completion and customer service targets.
• Maintain IT systems to continually improve performance of the department in areas such as time-keeping, stock purchase/control, fault reporting and response, record keeping and safety compliance.

Projects

• Prepare and plan projects, to include involvement in design, appraisal, production of specifications and schedules of works and procurement recommendations
• Obtain necessary statutory approvals
• Lead the competitive procurement process
• Deliver contract administration and project management from start to finish, ensuring that works are carried out correctly, quality of work is maintained, issues are identified and resolved, and communication within the whole team is effective
• Lead on appraisal and recommendations for suitable renewable energy technologies and energy performance across the portfolio
• Continually strive to research, plan and implement improvements to physical infrastructure such as broadband, utilities, roads, parking and transport.
• Provide assistance to the Operations Director or appointed consultants on major capital projects

Financial Management

• Prepare, oversee and deliver operational budgets for maintenance and repairs of the property portfolios, covering over 200 buildings, structures and associated infrastructure.
• Prepare, oversee and deliver capital expenditure project budgets
• Monitor and report on the financial performance of the department, in line with KPI's
• Oversee the effective procurement of services, supplies and equipment for the department
• Prepare cost breakdowns and charge sheets for in-house labour

Compliance & Risk Management

• Co-ordinate fire safety management and general building safety and security for all sites across the Estate.
• Lead in creating and maintaining a climate in which individuals feel safety has high value and that they are clear about responsibilities, safety aims and objectives within the department
• Establish, audit, monitor and maintain procedures and guidance to ensure that health and safety standards and performance in the buildings department/property portfolios and associated areas comply with Woodhall Estate policy, all statutory requirements and standards
• Perform as the 'Responsible Person' for safety and environment legislation in relation to the built environment

Leadership and Management

• Contribute to the effective holistic management of the Estate as a member of the Management Team
• Motivate and lead the in-house labour team, including responsibility for performance targets, appraisals and training
• Ensure the Estate's reputation as a centre of excellence for conservation practice
• Engage effectively with the Estate community to build positive working relationships at all levels and to enhance support and understanding of our principles and practice
• To carry out any other duty as directed by the Operations Director or Trustees in accordance with the level of the post
• Ensure accurate recording of timesheets, holidays, sickness and emergency call out rosters, utilising appropriate IT packages for efficiency and safety monitoring

REQUIREMENTS
The successful candidate will be passionate towards buildings, rural enterprise and a business that is evolving and diversifying.
The successful candidate must have:

• Education to BTEC HNC/HND or similar, ideally in construction, construction management or engineering
• At least 10 years PQE or equivalent considered
• A comprehensive understanding of Health and Safety legislation and its application to construction and property management
• Extensive understanding of building pathology and repair principles
• A sound knowledge of the building and construction industry, project management and contract administration
• Experience of managing the maintenance of buildings and facilities involving the full range of trades
• Proven ability to manage operational and project budgets
• Strong leadership and effective motivational skills
• Discretion, accountability, strong verbal and written communication skills
• A positive approach and the ability to prioritise and overcome challenges
• A good understanding and working knowledge of Microsoft Office
• A current driving licence

The successful candidate may have:

• Education to degree level or equivalent
• Membership of a professional body, e.g. RICS or CIOB
• Experience of building conservation and work on Listed Buildings
• Industry-specific experience within rural estates, property management or similar environments
• Experience in the use of building management and stock control systems