Building Asset Manager

Building Asset Manager
Based in Kingston upon Thames
Salary: £42,000 per annum
Full time permanent role

The Asset Manager is responsible for keeping a complete asset and condition register for all fixed assets and inventory subject to maintenance, ensuring that all assets are covered by appropriate maintenance plans, and for monitoring planned works completion against required service levels.

A broad knowledge of asset management and maintenance needs for the built environment is required, covering typical building services, other maintainable elements, and pertinent legislation. The post holder will use a detailed, data-driven and hands-on approach to maintaining and continuously improving asset management systems, utilising software systems for information management, and collaborating across the company and external service providers

Key Responsibilities

• Maintain the asset register and condition record in the facilities management software (Planon) for all fixed assets and equipment
• Ensure asset data is accurate, structured and recorded in accordance with standards, using Uniclass 2015 classification, with assets barcode labelled as far as reasonably practicable.
• Collect, collate and rationalise information from various sources to maintain the asset register - carry out or commission surveys, use project handover (O&M) information, source from service providers and stakeholders.
• Update asset records in Planon as required.
• Specify asset information outputs for projects and validate asset information on project handover, following protocols for any projects using building information modelling (BIM).
• Development of asset management policies and procedures with the Head of Technical Services and stakeholders
• Maintain and continuously improve planned preventative maintenance (PPM) system, ensuring appropriate activities and schedules are maintained to meet statutory compliance, SLA and service contract obligations.
• Ensure assets are covered by suitable PPM schedules, in accordance with legislation, ACoPs, maintenance standards such as SFG20 and manufacturer’s recommendations.
• Ensure PPM work orders are generated in a timely manner according to agreed maintenance plans and contract schedules, then issued to service providers with SLA targets, supported by the PPM Coordinator.
• Maintain library of asset service plans, service documentation and compliance records in a structured way, supported by the PPM Coordinator
• Manage in-house PPM works, ensuring that PPM and remedial works are assigned with SLA targets, completed within target, recorded correctly in the work order system and logbooks, and periodically audited.
• Provide monthly statistical reporting and commentary to the Head of Technical Services, including for statutory compliance and PPM service level. Produce other asset and PPM reports as required for governance, audits and stakeholder information.
• Assist the Head of Technical Services in preparation of service contract tenders with asset scope and service plans, and monitoring contract performance against service levels for PPM.
• Assist in long term maintenance planning using recorded asset condition and life cycle data, including updates to the prioritised project works list, and 10 year forward budget plan.
• Manage the fixed asset condition register to be fully refreshed within 5 year period, annually reviewed.
• Maintain records of expected maintenance and renewal works against assets including estimate costs and priority assessments in accordance with protocols.
• Assist in preparation of long-term maintenance plan (LTMP) and associated outputs including collating works into project briefs with works required and budget estimates.
• Provide long term maintenance and cost projection reports as required for internal planning, to inform Estates Strategy and other stakeholders.

Person Specification

• 2 years’ experience in a similar role for estates and facilities management operations and associated stakeholders on a complex site
• Educated to HND level in an asset management, engineering, surveying or other built environment subject, or with equivalent-work-based learning.
• Recognised professional membership relevant to role e.g. RICS, IAM, IWFM, CIBSE is desirable
• Other certifications pertinent to asset and planned maintenance management role e.g. City & Guilds desirable
• Familiarity with buildings, systems and equipment typically found on a University estate and associated asset management needs
• Sounds understanding of statutory compliance and standard pertaining to the inspection and maintenance of buildings, systems and equipment
• Experience of conducting asset surveys and collecting, organising and processing associated information
• Basic understanding of the principles of asset condition appraisal, long term asset renewal planning and life cycle costing.
• Experienced in use of asset management software packages (e.g. CAFM, IWMS, ERP) and/or managing data in relational database structures.
• Proven capability in collecting and managing large volumes of information, processing from various formats and organising into structured databases
• Proficient in use of Microsoft Office software, especially Excel.
• Passionate about providing data driven, evidence based organizational and technical solutions to meet stakeholder needs for asset and maintenance management.
• Excellent problem-solving skills; able to analyse unfamiliar information, resolve complex issues and provide innovative solutions
• Detail driven, self-motivated and flexible 'can-do’ attitude, aiming to self-deliver solutions as far as practicable, or to identify and effectively use additional resources where required
• Able to take ownership of problems and prioritize workload to meet strict deadlines whilst maintaining standards,
• Strong interpersonal skills, able to engage with stakeholders at different levels of an organization and to negotiate and influence outcomes.