Job Summary :
To control the Tenant Fit-out Monitoring Consultants / team to ensure each Tenant’s smooth transition into each property across the portfolio.
To manage, promote and be responsible for the efficient monitoring of all Landlord consultants formally appointed as monitors of Tenant fit out across the portfolio.
To facilitate the smooth transition of all tenants into the Company’s multi-tenanted
To manage minor various building surveying related projects in a fast-track environment.
To be responsibly available outside normal working hours to cover for emergency situations.
Main Responsibilities :
Systems & Policies
To be the author & custodian of Fitout Policies and Procedures on the Company and its Joint Venture partners’ properties.
Upon receipt of a tenant’s proposed work / alterations to their demised area assist the Landlord in co-ordinating and controlling the approval of the technical elements of the proposed works in liaison with all interested parties, including external contractors and consultants.
Responsible for timely release of a monthly Report and the updating of Residual Risk Registers relevant to tenant fit-out churn.
To assist with the preparation and update of procedures within the portfolio’s management publications and to ensure that the stated rules and regulations for the buildings in the portfolio are implemented and updated as necessary.
To ensure that all Tenant fit-out related incidents with insurance implications are reported to the Company’s insurance broker and to subsequently monitor the progress of the insurance incident report to keep all the relevant parties fully informed of progress.
To maintain a current knowledge of planned and approved legislation on all matters concerning the built environment.
To ensure that Tenant Fit-out O&M / As-fitted documentation are verified and uploaded to the respective property’s web-site using the appropriate technology provided by the Company.
On occasion to facilitate the arrangement of contract services to complete minor fast-track projects.
Using tact and diplomacy maintain good tenant communications on all issues relating to day-to-day fitting out operation(s) of the building’s in the portfolio and to ensure that all services related to fit-out as required by the respective leases are maintained to the highest possible standard.
Through effective communication to promote the team’ involvement amongst all Company staff and contractors operating at the building.
To readily engage with senior Company personnel to support leasing and asset management initiatives.
As requested, any other duties reasonably necessary in the interest of the smooth and efficient running of the Company & joint venture’s properties.
To carry out any other reasonable duties as requested from time to time by the Brookfield Properties (UK PM) Limited Operations Director.
To assist & advise each property’s General Manager on matters relating to tenant’s licence to alter applications.
Maintaining proper records of expenditure and spending commitments, using appropriate technology provided by Company.
You shall co-ordinate and control the professional fees due to the retained consultants. This shall involve :
a. Reviewing and co-ordinating the fee proposals received from the landlord’s consultants and advising the Landlord whether the fee proposals are reasonable.
Where a tenant's fit-out is standard in nature, you shall have regard to the contracted fee basis when considering whether a fee proposal is reasonable :
b. Reviewing the invoices submitted by the consultants, advising the landlord whether the invoices accord with the agreed their fee arrangements and compiling fee schedules.
c. Assist in administering payment of the consultants' fees by reviewing / certifying and issuing to the Landlord for payment.
Initial Role - 100 Bishopsgate
You shall be responsible for co-ordinating, instructing and managing the consultants who will be separately engaged by the (Development) Landlord to provide advice in respect of Landlord's formal approval of proposed tenant fit-out works at the Building.
You shall report the advice prepared by the consultants to the Landlord, copied to the Managing Agent and on-site General Manager.
You shall also liaise as necessary with the retained consultants, consider any recommendations made by any of them and report, as appropriate, to the Landlord.
The list below identifies the key issues to be considered to safeguard the Building but is not exhaustive. In respect of each tenant's fit-out works, you shall proactively review, and shall instruct the Retained consultants to review the issues set out below, together with any other issues which either the Landlord instructs you to so review or which need to be reviewed so as to safeguard the Building.
You shall, where appropriate, collate the Consultants' recommendations in respect of the Landlord's approval of these issues and report to the Landlord.
Tenant Small Power & Lighting, Tenant Essential Services power (if any), Additional Chilled Water connections, Additional Domestic Water connections (showers / kitchens etc), Gas connections, Additional installations of the Landlord's supplies (electrical), Additional heating connections.
Core drilling / penetrations, Slab penetrations, Loadings (roller racking, safes, folding partitions etc), Fixings to slabs.
Alterations / additions to perimeter blinds, Lighting changes within 3m of perimeter windows, Window film application, External illumination / scheme lighting, External signage, Occupancy levels, Compartmentalisation, DDA considerations.
BMS controls, Earthing / bonding, Lighting lux levels, LV distribution / supply demands, UPS, Generators
Drainage runs (gravity above slab / pumped), Ventilation, Water main / down service, Waste pipes, Hot water connections, Pressurisation vessels, Chilled water connections, Terminal units, Heating water connections, Air / Water Flow rates
General / Other
Noisy works, Lighting control, Waste management / recycling centres, Access control, Satellite connections, Communication with the Landlord's reception, Riser space requirements, Roof top equipment / space requirements, Incoming IT Services / cable runs, Hazardous materials, Hazardous activities.
Additional security systems (e.g. CCTV, intruder alarm).
Fire & Life Safety
Fire Detection, Emergency Lighting, Sprinklers LPC approved, Smoke extract, Fire extinguishers, Signage, Fire dampers, Fire suppression systems, Hose reels
You will :
Assist in the preparation of, or amendment to, the Development & Existing Asset’s Fit Out Guide(s).
Co-ordinate the Landlord’s retained consultants' review of the proposed tenant fit-out works being undertaken within each tenant's demised areas and the Landlord’s areas.
Act as the coordinator of all communications between the Landlord and the tenants in respect of the proposed tenant fit-out works.
Channel information relating to each tenant's proposed design solutions to the consultants for comment and feedback.
Manage the approval by the Landlord of all aspects of each tenant's fit-out works, ensuring that such approvals are consistent with the terms of such tenant's lease(s) (and associated legal documentation) to safeguard the Landlord, the Building, the base building systems and other users of the Building.
Monitor the progress of each tenant's project team throughout the tenants' fit-out works to ensure that such works are progressing in accordance with all approvals and that each tenant is operating in accordance with the site management protocols.
Once complete, thoroughly review each tenant's fit-out works to ensure that each tenant has complied with all statutory requirements and with the terms of its lease(s).
Monitor the compilation of each tenant’s record "as built" documentation. Review the documentation provided by each tenant and confirm that it is suitable to be appended to such tenant's license for alteration.
Your 100 Bishopsgate role can be segregated into 4 clear phases.
PHASE 1 : Preparation
Provide written instructions on behalf of the Landlord to his / her retained consultants.
Arrange, manage and document an introductory meeting with each tenant's project team and distribute a project directory (containing details of both the Landlord's and the tenant's contacts).
Participate in a management team presentation to the tenants to outline the Landlord’s procedures in respect of tenant fit-out works.
Provide access to the Landlord’s base build documentation to each tenant's project team to assist with the design process.
Coordinate initial comments and feedback in response to the tenants' queries and attend meetings with each tenant's project team as required.
PHASE 2 : Pre-Approval of the tenants' fit-out works by the Landlord
If not undertaken in Phase 0, arrange, manage and document an introductory meeting with each tenant's project team and distribute a project directory (containing details of both the Landlord's and the tenant's contacts).
If not undertaken in Phase 0, lead a management team presentation to the tenants to outline the Landlord’s procedures in respect of tenant fit-out works.
If not undertaken in Phase 0, provide access to the Landlord’s base build documentation to each tenant's project team to assist with the design process.
If not undertaken in Phase 0, coordinate initial comments and feedback in response to the tenants' queries and attend meetings with each tenant's project team as required.
Arrange, manage and document a pre-construction launch meeting with the consultants and ensure that they are fully apprised of the procedures and permit systems relating to the Building.
Manage a comprehensive document register containing the approval status of each tenant's fit-out works and any comments from the consultants relating to the same to ensure that the Landlord, the Building, the base building systems and other users of the Building are protected against the effects of each tenant's fit-out works and to ensure that such works and related equipment are confined to the areas designated within each tenant’s lease(s).
Ensure that each tenant provides, by the time specified in such tenant's agreement(s) for lease or lease(s) (as appropriate), detailed plans and specifications in respect of such tenant's fit-out works, together with a draft method statement.
Confirm whether the documents provided by each tenant comply with the Fit Out Guide and the terms of the tenant's lease(s) and whether the draft method statement contains all the information required in the tenant's agreement(s) for lease or lease(s) (as appropriate).
Prior to the commencement of any tenant fit-out works, liaise with the Retained consultants and the tenant’s project team to ensure that suitable photographic records of the condition of the Landlord's areas are made (in particular, records of the condition of the staircases, risers, plant rooms, lift car interiors and lift shafts).
PHASE 3 : Carrying out of the tenants' fit-out works
Undertake regular (at least fortnightly) inspections of each tenant's fit-out works and coordinate inspections by the Retained consultants to ensure that such works accord with the tenant's proposals which the Landlord has previously approved.
b) Obtain and review the documentary evidence of insurance provided by each tenant. Ensure that the insurances satisfy the requirements of such tenant's agreement(s) for lease or lease(s) (as appropriate).
c) Maintain regular dialogue with the Landlord’s retained consultants to ensure that the tenants and their contractors, sub-contractors and consultants are adhering to the site protocols, in particular, site permit procedures, logistics and access arrangements and that they are complying with the applicable parts of the Fit-Out Guide.
d) Advise the Landlord if it transpires that the method of carrying out any of the tenants' fit-out works is having a materially adverse effect on the Building and propose such amendments or variation to the relevant method statements(s) as are reasonably necessary to mitigate such effect.
e) Continue to monitor and advise each tenant’s project team (incorporating, if applicable, any comments from the Retained consultants) in respect of minor adjustments to each tenant's proposed design and method(s) of installation.
f) Prior to connections being made to the Landlord’s systems, implement procedures for the monitoring and acceptance of the hot and chilled water systems within each tenant’s demise.
g) Towards the end of each tenant's fit-out works, liaise with such tenant’s project team and complete a checklist to satisfy the Landlord that all statutory approvals have been obtained and that such works accord with the tenant's proposals which the Landlord has previously approved.
h) Where damage has been caused to the Building because of the execution of the tenants' fit-out works, agree a schedule of repairs with the relevant tenants' project teams prior to practical completion and monitor the making good of such damage.
Upon completion of the checklist referred to in paragraph (g) above, confirm that practical completion has taken place and that each tenant may occupy their demise.
PHASE 4 : Post completion of the tenants' fit-out works
Monitor compilation of each tenant’s record documentation, including as built drawings (in approved formats), operating & maintenance manuals, health & safety files and the names and addresses of all contractors, principal sub-contractors, consultants and suppliers who have been involved or concerned with such tenant's fit-out works.
Review the documentation provided by each tenant and confirm whether such documentation complies with all statutory requirements and, where appropriate, confirm whether it is suitable to be appended to the tenant's licence for alteration.
Compile a comprehensive register of all plant and equipment installed outside of each tenant's demised area for inclusion in such tenant's licence for alteration.
Where appropriate, assist in obtaining from each tenant a copyright licence in favour of the Landlord.
Liaise with the Retained consultants regarding the documentation to be incorporated within each tenant's licence(s) for alteration and finalise a package of record documentation for inclusion in such tenant's licence(s) for alteration.
Ensure that each tenant’s project team has resolved any issues which remain outstanding at this stage.
Ensure that each tenant has provided certified copies of its construction contracts and professional appointments and ensure that, where required under the terms of each tenant's agreement(s) for lease, the tenant's contractors, sub-contractors and consultants have provided a deed of collateral warranty in favour of the Landlord.
Review the documentation provided and advise whether it accords with the documentation which the Landlord has previously approved.
You shall review the leases and shall, as required, enforce the tenants' obligations to obtain the Landlord's consent to specific works.
You shall then coordinate and control the process for obtaining the Landlord's consent in accordance with the Fit-Out Guide.
Health & Safety
To take reasonable care for the health and safety of yourself and of other persons who may be affected by your acts or omissions at works.
To co-operate with the company so far as is necessary to enable the company to comply fully and at all times with its legal duties regarding health, safety and welfare matters.
Never to interfere with or misuse anything provided in the interest of health, safety and welfare.
To familiarise yourself with the company’s Health and Safety Policy and to comply fully at all times with the company’s health, safety, welfare and fire arrangements.
To report immediately all accidents involving injuries and illness verbally to your immediate superior and a First Aider and make or have made on your behalf, an entry in the company’s Accident Book.
Never to use any machinery, work equipment, dangerous substance, transport equipment, system of work or safety device unless you have been authorised to do so and then only in accordance with any training received by you and any instructions provided to you.
Never to perform work you are not qualified to do or have not been properly trained for.
To inform the company immediately of any work situation which you reasonable consider represents a serious and immediate danger to health and safety or represents a shortcoming in the company’s arrangements health and safety.
To report to the company any medical condition you have and any mediation or substance you are taking which could affect the safety of yourself or others.
To seek medical treatment for all injuries you sustain (no matter how slight they appear).
If required, to co-operate fully and promptly with any accident investigation carried out by the company.