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About me:

Facilities/Property Management

Looking to progress my career within facilities or property management.  Experienced within facilities management for 4 years with a strong background in administration within project management and front of house for blue chip companies.  My current role is the management of SAS Software’s office (client side) in Glasgow city center of approx. 25,000 SqFt. Within approx. 8,000 SqFt shared tenancy.  Working on a tactical/delivery level with strategic input. liaising with our corporate services team based in London/Marlow.  This a varied, customer facing role of all-round FM having a hands-on approach and showing the ability to be flexible and work to own initiative and manage own work diary.   

Embracing these changing times and hybrid working, I am passionate about a holistic work approach. Overall, my passion is to ensure that all users have a safe, comfortable, enjoyable, relaxed, welcoming, productive, and happy experience in the space provided for them whilst ensuring value for money and saving costs without compromising on quality of service.  I enjoy the varied tasks of FM; no day is ever the same.  I can multi-task, work under times of pressure and to deadlines, manage all stakeholders with excellent communication and collaborating skills and have a clear understanding of compliance, policies, and processes.  I pride myself on listening to customer requirements and implementing their requirements by providing a high standard of service with continual improvement.

Education:

IWFM 3 Diploma facilities management:

- Understanding Facilities management
- Corporate Social Responsibility & Sustainability
- Customer & Stakeholder relationships
- Specification & Procurement of supplies & services
- Health & Safety Responsibilities
- Disaster Recovery - Crisis Management
- Managing support services
- Project Management 
- Budget management
- Building Maintenance

IOSH certificate - managing safely

COSHH awareness 

City & Guilds - interior design & room planning (technical drawing)

Chartered Institute of ergonomics and human factors - DSE assessor

Experience:

Current role - Senior regional facilities coordinator - Client side.

About SAS Software Ltd - Research & Development Scotland. 

Through innovative software SAS empowers and inspires customers to transform data into intelligence through AI and data analytics.

Key skill’s & experience current role:

General

  • Co-ordination with CS team London - administration, logging work orders and updating application trackers for maintenance provider along with managing reactive maintenance budget of approx. 22k. Raising in-house tickets via Service Now, coordinating contractors, occupancy data logging & reporting, space management by updating floor plans, ensuring document management is uploaded to SharePoint, updating, and maintaining asset lists.  Managing key logs, disaster recovery planning team input to COB plans and ensuring information is up to date.   Maintaining communication channels between regional office. 
  • Working with H&S manager to ensure H&S compliance is met and address sustainability and environmental goals. 
  • Document management: Periodic reviews of building factsheets, reception guides, physical security policy, clear desk, SOP’s; visitors, unattended reception, alarm & keyholders, out of hours events, new covid guidelines and processes, new starter slides/orientation packs, training user guides.
  • Liaising with function groups: Commercial & Legal: for supplier set up and contract review/approvals, Finance: Managing reactive maintenance budget of £22k and monitoring variances to utilise, purchase orders, annual supplier reviews, requesting budget approval for over 10k, PCard/expense requisition via Concur, new supplier forms and contract cover sheets, updating supplier lists, understanding company procurement policy, providing business case for budget allocation requests, understanding contract process flow and various stages. HR: on/off boarding, new starter inductions, intern inductions, H&S inductions, allocating H&S training via Smartlog for DSE, fire awareness, working from home DSE.  IT: Working closely with IT for maintenance of server room UPS/AC, quotations, reporting issues.
  • Supporting CSR and green initiatives – ESOS, waste & recycling, energy efficiency, ethical sourcing and procurement, supply chain.

Security 

  • Managing high level physical security on site, security review board, managing security passes issuing and software and building access, visitor management (SkyVisitor) CCTV, access control, incident reporting, staff, and contractor awareness/training.  Risk assessments reviews /incidents via security review board. Confidential waste.  Information security awareness and clear desk policy.

People & Stakeholder management

  • Landlords supplying occupancy data, meter readings, compliance certification.
  • Functions groups – finance /HR onboarding/offboarding, new starter inductions/H&S 
  • Building manager for their PPM/works/contractors/tenant meetings.
  • Executive team Glasgow – monthly ops meetings, presenting/reporting “hard data”, CS updates, relaying requirements to CS team, presenting on behalf business case for budget proposals, gaining feedback, maintaining excellent communication and relationship.
  • Contractors – coordinating work schedules, ensuring H&S documentation/signage/PPE are in place and method statements and RAMS are in order/permits required by landlords, site inductions, monitoring KPIs and quality of performance; service, works upon completion singing off job sheets, sourcing and procuring specialist services/urgent reactive works.
  • Suppliers – sourcing, obtaining quotations/RFPs/Supplier set up finance, developing SLAs, monitoring KPIs, business case for selection.
  • Cleaning team x 5 staff – managing outsourced cleaning team, security training, auditing, and ensuring delivery of SLAs.  Dealing with issues and addressing incompetency’s.  Ensuring COSHH requirements are met.
  • Reception – Managing events/catering, reception guides, physical security, staff enquiries,
  • landlord contractors and works, monitoring SLAs, personal development.

Building and maintenance

  • Delivering work orders for maintenance requests from staff 
  • Maintaining asset registers and requesting M&E condition reports and updates for appliances/tools/equipment.
  • M&E – managing contractors, PPM schedule planning, permits, and site inductions, evaluation of works, installation, condition reports, assets.
  • Sourcing furniture and monitoring fabric maintenance.
  • Working with new contractor mobilization.

H&S – Compliance  

  • Familiar with organizations H&S policy and best practice.
  • Understanding of H&S at work act 1974/fire safety act 2005 and BS Standards and other legislation following HSE guidance and updates and specialist consultation. 
  • Staff awareness by H&S posters, toolbox talks, notification of works, signage is in place, aware of own responsibilities, managing fire wardens, first aiders are up to date with training, creating a H&S culture within the office. 
  • Risk assessment office/events/Covid/disaster recover/physical security– Identifying potential risks, prevention, and evaluation.  Reporting of incidents (RIDDOR). 
  • First aid
  • DSE assessor – performing desk assessments/furniture requirements.      
  • Other users’ consideration of facilities - requiring access control/induction loop.
  • Fire safety Act 2005 – compliance with annual audits/extinguishers/doors/evacuation process, fire roll call lists updating.
  • COSHH – storage or chemicals on site.

Procurement 

  • Supplies and services – understanding and input of specification and tender process.
  • Planning scope of service required and input on SLAs
  • Obtaining quotes ensuring value and quality of service
  • Understanding of organizations procurement policy
  • Reviewing service contacts/T&Cs and liaising with legal department for sign off.
  • Sourcing of new suppliers and what is new on the market keeping up to date with new technologies and innovation.
  • Supplier set up – finance.
  • Keeping within budgets and monitoring variances
  • Ordering of all supplies for office, kitchen/stationary/consumables/furniture

Legal compliance 

  • ISO 27001/9001/40001 Security/Quality/Facilities Management.
  • Liability, security, contracts, environment, building, financial, licenses within organisations policy and processes.

Event management 

  • Office staff/external events, organizing Christmas party/Summer off site family fun days (approx. 100 staff) and managing budget region £20k.

Project Management

  • Refurbishment of office outdoor terrace / room conversion from glass to multifunction soundproof/ partitioning for private meetings/nursing mothers/prayer room/HR consultations.
  • Preparing a business case, scoping, planning, and sourcing of suppliers and services, contractors, furniture, electrical works, waste disposal, plants, cleaning
  • Utilizing budget of £10k
  • Delivery and scheduling of works
  • Post risk assessments, quality evaluation

 

 

What kind of projects is Naila Byrne looking for?

  • Facility manager
  • Property management

Willing to complete Nebosh/interested in expanding on property management and take any further qualifications.

Companies who think outside the box, innovative, care about sustainability, good working life balance/ethos.  

Some interest areas: Corporate/charities/retail/salons/hospitality/managing agents/building management

Some hybrid working would be nice if an option.

I don't mind travelling.

Open to relocation UK for the right job.

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