Facilities Operations (1)

Location

Victoria - 362 Little Collins Street, Level 3

Job Description

Why work for us?

BGRE is an equal opportunities employer and a values-driven organisation. We emphasise an inclusive, transparent work environment with collaboration and work/life balance at the forefront. We believe that performance is synonymous with advancement. That’s why we reward top-tier work by promoting from within.

Thanks to helpful tools and resources including biannual reviews, internal job boards, referral programs, and the ability to relocate across our offices, we ensure that our employees have ample opportunities to grow … and build their career with us.

The role

We are seeking an experienced Facilities Manager to join our team on a full-time, permanent basis. This person will play a pivotal role in the strategic and operational delivery of Hard Facilities Services across their allocated portfolio, ensuring building assets and critical infrastructure are safe, compliant, reliable and cost-effective, while driving strong stakeholder relationships and continuous improvement.

Reporting to the Senior Facilities Manager, Operations, you’ll be joining a team of enthusiastic and driven individuals who strive for continuous improvement. This position will suit a proactive, composed and self-starting Facilities Manager who is looking to build on their previous facilities management experience within a collaborative and supportive organisation. You will bring strong technical and operational expertise, excellent stakeholder management skills, and a commitment to delivering safe, compliant and high-performing facilities services.

What will you be responsible for?

Financial

Assist in the preparation for the Client an annual operating budget/s and agree with Precinct Manager
Review and approve invoices for services that are paid for directly by the Client as per the limits of authority provided under the Agreement and as authorised by the Precinct Manager and/or Snr Facilities Manager
Present and discuss aspects of strategy and recommendations in regard to the proposed operative services for the site with the Snr Facilities Manager and Precinct Manager
Prepare and submit BGRE Internal Monthly Contract and Maintenance Performance Reports, as directed.
Assist with preparation of the Monthly Client Reports to the requirements of the Management Agreements or as directed by the Client.
Review and reforecast operating costs for the Project and report to the Snr Facilities Manager on Variances, as required.
Participate in Strategy Review and Asset planning
Participate in Business and Budget Planning activities as directed.
Provide analysis and recommendations in regard to Capital Expenditure for a 10 year period and any owner non-recoverable expenses.

Operations

Transition Services

Assist with the transition of the property and or other properties required in new client ownership / BGRE Management

Management and General Duties

Attendance on site as per roster and availability where emergency services are required.
Conduct and manage out of business hours plant and compliance testing, including and onsite presence during these activities.
Ensure that a 24-hour emergency call-out service is provided for the site overall.
Guide, direct and motivate Facilities Supervisors personnel
Respond to reported issues and coordinate efficient and effective responses.
Manage the contract in accordance with BGRE performance expectations, as directed, and BGRE systems, policies and processes
Establish and manage ongoing relationships with relevant stakeholders.
Attend meetings of the Clients that relate to the operation of the Building.
Undertake to monitor and deliver the KPI’s as required under the Management Agreements with the Client
Immediately escalate incidents or known risks in accordance with BGRE policy.
Any other tasks as directed by the National Operations Manager and/or Snr Facilities Manager.

Building Services

Monitor and ensure that periodic meetings and reviews are held with subcontractors and suppliers
Comply with the BGRE and Client approved procedures in regard to the development of sub-contracting strategy, tendering and appointment processes.
Develop appropriate scopes of works and contract documentation to allow contracts to be tendered.
Tender the contracts as required and make recommendations and obtain relevant approvals to enter into contracts, as directed by the Snr Facilities Manager.
Prepare the contracts and ensure correct signing and completion.
Obtain and regularly update required sub-contractor certificates, including but not limited to Statements and Insurance policies (under the requirements of the BGRE compliance system(s)) and ensure full site inductions of all contractors and sub-contractors
Schedule and supervise the contracts to ensure that they are performed to the levels and for the frequencies as set out in the individual contract. This will include scheduling and supervision of essential services and other statutory maintenance inspections and certifications.
Keep and monitor the stock of necessary spare parts for services, plant and equipment.
Prepare and administer relevant registers (including defects registers)
Administer house rules for the site
Assist to maintain an asset register of all plant and equipment.
Scheduling preventative maintenance activities, recording corrective works and cost history for the site and reporting on the maintenance service, including contractor ongoing performance interviews
Conduct periodic maintenance inspections of services, plant and equipment and provide an annual report to the Clients as part of the Business Plan and Budget process.
Provide technical support and advice on building management issues to the Clients.
Develop and maintain an appropriate Fit out Guide for the Project.
Manage tenant fit outs to ensure compliance with base building and minimise disruption to other tenants and services.
Implement any BGRE systems as directed to ensure compliance with Client and Corporate standards of service delivery.
Regularly inspect the property and prepare reports identifying any risk areas which should be reported to the Snr Facilities Manager for referral as required to the Client and approval within the guidelines for any required rectification.
Manage the tenant service requests to receive, monitor and address tenant requests and achieve best practice customer service levels.

Corporate

Provide appropriate assistance to auditor teams for the purposes of 3rd party performance reviews and quality assurance, WHS and environmental audits
Attend and participate in BGRE Operations meetings and associated BGRE corporate meetings, tasks and functions as required.
Participate in Budgeting and Strategy Review meetings as directed
Manage the facilities in accordance with the requirements of the Properties and Facilities Management Agreement.
Undertake other tasks as directed by the Head of Property & Facilities Management and/or National Operations Manager or the company from time to time.
Monitor and review all reported incidents relating to the Project and arrange appropriate risk minimisation measures where required.
Conduct regular inspections of the property and maintain records of any risk areas ensuring notification to relevant stakeholders as required

Additional

Carry out any other reasonable requests by the Client or as directed by the Property/General/National Operations Manager/Director - Property or Company from time to time.

Customers

Build and maintain effective relationships with internal and external stakeholders at all levels

What experience and qualifications will you possess?

Training in current WHS, QA and ideally environmental legislation and systems.
Familiarity with the operation of Services (lifts, fire, electrical etc.) and services delivery.
Ideally should hold a current first aid certificate.
Minimum 5 years’ experience in a facilities management role in a building / facilities management environment.
Minimum 3 years’ experience in scoping, tendering and documenting subcontracts.
Minimum 5 years’ experience within a significant asset.
Minimum 3years experience in responsibility for Contract Management.
Minimum 5 years working in a site team environment.
Degree or trade equivalent in Mechanical, Electrical, or Building Services Engineering.
Facilities Maintenance Management and / or Property Management qualifications.
Tertiary Qualification preferred or alternative Industry recognised course in retail/commercial property related discipline.

What skills and qualities do you have?

Advanced technical knowledge of HVAC systems, including plant operation, performance analysis, fault diagnosis, and optimisation.
Strong understanding of building services infrastructure, including electrical, mechanical, fire, hydraulic, and control systems.
Ability to troubleshoot and manage complex technical incidents, operational risks, and business continuity events.
Strong understanding of Building Management Systems (BMS), smart building technologies, and operational technology environments.
Sound knowledge of IT infrastructure interfaces with building systems and cybersecurity principles relating to operational technology and smart buildings.
Excellent financial management skills, including budgeting, forecasting, cost control, and contract administration.
Strong analytical and problem-solving skills with the ability to make informed decisions under pressure.
Exceptional verbal, written, and presentation communication skills with the ability to engage effectively at all levels of an organisation.
Ability to communicate complex technical information in a clear and concise manner to both technical and non-technical stakeholders.
Strong stakeholder management and relationship-building capabilities.
Proven ability to lead contractors, influence outcomes, and drive accountability for service delivery.
Highly developed organisational and time management skills with the ability to manage multiple priorities simultaneously.
Strong customer service focus with a commitment to delivering high-quality outcomes.
Demonstrated ability to identify and implement continuous improvement opportunities across technical, operational, and commercial functions.
Strong understanding of risk management, compliance, governance, and workplace health and safety requirements.

What is on offer?

Competitive salary, performance bonuses and benefits which are benchmarked annually
Company paid Salary Continuance Insurance (Income Protection), so employees feel protected financially in the event of serious illness/injury.
As part of our wellbeing offering, all employees are eligible for a reimbursement of certain costs associated with keeping fit and active whether that be by attending a gym class or buying equipment for their home gym. We also offer company sponsored wellness checks which run to a yearly calendar.
Free employee assistance program (EAP) available to all employees and their family members.
We value our people and want them to grow and develop aligned with our ‘promote within’ culture. We provide our people with a variety of professional development opportunities and a Professional Development Program which supports them to achieve their potential.
Leave policies that support our people and their families through different life stages including parental leave where we offer 20 weeks of pay, and superannuation paid on paid and unpaid portions to our primary carers, in addition to other benefits.
As part of BGRE ESG strategy, we actively encourage our employees to give back to the community via our Workplace Giving program which matches employee donations to selected charities. We also encourage employees to volunteer their time to assist our community partners.
To encourage collaboration and growth, we also provide a number of Employee Networks including our Brookfield Women’s Network, bNext – for those early in their careers – and Brookfield Cares, for community support and giveback.

We are proud to create a diverse environment and are proud to be an equal opportunity employer. We are grateful for your interest in this position, however, only candidates selected for pre-screening will be contacted.

Facilities Manager

Brookfield Properties

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