Assistant General Manager / England

Reporting to Regional General Manager / General Manager
 
Prime Objective of Role

• To monitor and audit the statutory and mandatory compliance of Hard and MTS services delivered by subcontractors through the use of the Performance Monitoring Programme in line with the Project Agreement; and
• To support the General Manager in daily activities varying from minute taking to chairing meetings and/or attending meetings in his/her absence

 
Main Job Functions

• To monitor contract obligations of sub-contractors, to ensure operations are run properly and in accordance with the project and financial agreements;
• To provide technical input and build sustainable relationships with all stakeholders;
• To represent the company in line with the obligated duties in the relevant Management Services Agreements.

 
Main Duties and Responsibilities

• Seek to achieve and exceed the defined service objectives and maintain a high level of customer satisfaction.
• Provide effective general management and administration to ensure the efficient operation of the project/s.
• Assist as the focal point and liaison for the discharge of selected obligations under the MSA contracts.
• Assist in the management of the supply chain and procurement of ad hoc services as required. This includes the monitoring and quality control of subcontractors and suppliers and their contractual performance.
• Timely preparation of monthly/quarterly reports, and assist the General Manager in preparation and distribution of Board reports and share/stakeholders memorandums as necessary.
• Attend, chair (as required) and present at all relevant meetings and minute taking as required.
• Assist and work closely with the Finance team to ensure delivery of services to the clients
• Management of relationships at all levels with promotion of good relationships between all parties at all times
• Promotion of the Project Company and its activities in various forums

 
Health and Safety

• Responsibility for all relevant H&S issues in the facilities; ensure the working environment is conducive to good H&S practices; and observe the H&S policy.
• Assist in the General Manager and H & S Director’s Audit.
• Monitoring supply chain H&S performance to ensure the discharge of their statutory obligations and obtaining reports as required.

 
Technical

• Assist in the management of commercial activities and ensure Project Company’s interests are protected
• Project management and resolution of any facility related technical issues that arise.
• Involvement as required, in construction or FM issues that arise and provide technical advice with recommendations as required.
• Ensure the Construction Contractor and/or the FM provider/s discharges their statutory and other obligations. Undertake compliance audits on an agreed periodic basis and maintain the record of such audits
• Manage and audit the monthly PMS financials for Hard FM and any deductions arising.
• Help identify any significant project risks and input into the project issues list and risk register.
• Bring to the attention and advise the General Manager of any significant issues arising from audits carried out on Service Providers.
• Assist the early identification/warning of, and participate in resolution of any disputes
• Assist and manage the variation procedure, by amongst other matters:

o              assist in the development and clarification of the Authority requirements;
o              ensure the relevant notices are received and issued in good time;
o              ensure appropriate supply chain response;
o              manage, negotiate and co-ordinate the commercial response; &
o              monitor to closure

• Assist in the management of any change in applicable laws via the Project Agreement mechanisms.
• Assist with the administration and investigation of any insurance claims
• Manage any shareholder and/or senior funders information requests and/or interface with their Technical Advisors and assist with site visits

 
Core competencies and attribiutes
 

• Good interpersonal skills, being articulate and capable of interacting with Clients, professionals, trade and the public, coupled with the ability to assertively deal with conflict situations
• Clear, concise report writing and good presentation skills
• IT literate and able to use word processing, spreadsheet, programming packages and other business software, to a practical level. In particular Microsoft SharePoint.
• Ability to work on own initiative and unsupervised
• Ability to prioritize and manage competing workloads
• Have an eye for the detail, particularly in regard to monitoring and auditing records.
• Be able to meet strict deadlines through appropriate time management and prioritization
• Ability to listen and to work through problems with the aim of formulating solutions or option for Board consideration
• Understanding of Health and Safety, Quality and Environmental obligations of the Construction and FM industries
• Be knowledgeable of the FM industry
• Positive and creative outlook essential. In particular, an innovative approach to problem solving is highly valued
• A risk based approach to managing work and the contracts
• Exercise good judgement