Finance & Compliance Manager - Facilities

Fawkes and Reece are currently recruiting for a Facilities Finance & Compliance Manager based in South West London on a fixed term contract.

The role is responsible for the Management and Development of the Facilities & Compliance Coordinator as a direct line management report.

• Maternity Cover 12 months - possibly longer
• Office based
• Full-time hours
• £43,000 p/a

The role will provide support for the management of the Facilities by providing finance coordination for chargeable work details to the Client, with back-up. To understand and work on the KPIs and SLA to support the Payment Mechanism and carry out related activities within the setting of the building. The focus of the work will be the administration of both building services and financial duties.

Day to day duties:

• Collating and managing the chargeable work sheets & back-up data for client.
• Management of all chargeable works spreadsheets and working with the central Finance team to identify cost code errors.
• Invoicing checking and generating.
• General administration.
• PPM Scheduling in conjunction with the Facilities and Compliance Coordinator.
• Understanding and able to work with CAFM systems in support of leave and absence.
• Prepare and distribute reports.
• Client Liaison.
• Observe, use, and follow quality management standards.
• Appropriately manage the communication of financial requirements and data to staff.
• Delivery of Excel & PowerPoint reports for management presentations.
• Assist the Facilities and Compliance Coordinator to develop robust administration processes and procedures identifying the recurring periodic (daily, weekly, monthly, quarterly, annually etc.) administration tasks that need to be consistently carried out by the team.
• Assist in the programming of the administration processes & ensuring the compliance of processes and procedures, identifying any deviation, and implementing corrective actions where necessary.
• To ensure all necessary actions are completed or escalated in the day-to-day management of the Performance Management System, in accordance with the contractual SLA's and KPI's.
• Oversight of the CAFM system, through the Service Desk Manager, as resilience for the delivery of service contract obligations. In practical terms, this will include the understanding of PPM tasks, scheduling of engineers and subcontractors to attend planned and reactive works; review of jobs to the progression to financial closure of Variations/Work Orders.

• To support, mentor and manage the output of the Facilities Compliance Coordinator:

• Managing the Facilities Compliance Coordinator to ensure that subcontractor's reports and subsequent actions, raising cases and quotes, and issuing POs.
• Work with the Facilities Compliance Coordinator to ensure that file naming conventions and document management is robust.
• Ensure that the Facilities Compliance Coordinator forms a part of any succession planning and develop the skills required to cover leave, and sickness on PPM and financial reporting, as required.
• To support the Operations Manager in management information and contract performance reports.
• In addition to the duties and responsibilities listed, the jobholder is required to carry out such other duties as may be required and as may be assigned by their line Manager or through Operations Manager or directors from time to time.

Skills required:

• Establish effective working relationships at all levels internally and externally.
• Meet deadlines and work calmly under pressure.
• Be self-motivated and able to work independently, setting and achieving personal goals and operational targets.
• Excellent written and verbal communication skills.
• Excellent interpersonal, organisational, and motivational skills.
• Commercially focused and highly organised.
• Computer literacy, written, good oral communication and interpersonal skills.
• Ability to prioritise workload within tight deadlines and to a high standard.
• Requires ability to be a comfortable self-starter.
• Adjust rapidly and effectively to changes in work demands or business needs.
• Effective communication skills with customers and to all levels of management.

Qualifications:

• Qualification in administration, secretarial or another business-related subject - desirable.
• Computer literate with excellent I.T. skills especially Excel, Word, and PowerPoint.
• Management or supervisory training - desirable.