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Estates Handover Co-ordinator job in Bristol

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Job Ref:  204614261
Employer:  cv-library.co.uk
Industry:  Construction
Country:  United Kingdom
City:  Bristol
Post Code:  BS5
Salary:  £25 - £35/hour
02/10/2016 03:06
Estates Handover Co-ordinator
£25 - £35 ph| Bristol| Contract/Interim

Your role as the Handover Co-ordinator is to help the client implement stages 3-5 of the BSRIA soft landing methodology. They will help ensure a smooth transition through practical completion and into the asset management and ongoing maintenance phase of the project.

The generic BSRIA soft landings guidance (BG 54/2014) is the principal guide for this job description. The handover co-ordinator is principally interested in the technical aspects of the soft landing. Other members of the project team will be responsible for managing the interface with users (e.g. 'migration planning' or briefing occupants on the use of their new building).

This job description is not entirely aligned with the BSRIA model: It reflects some of the specific software systems and issues that are only pertinent to the client.

Activities prior to practical completion

Obtain the project directory for each project. Work with the project team to understand the different contractual responsibilities imposed on the various parties in respect of handover (e.g. some designers may review the commissioning process as part of their service - see CIBSE guidance).
Where there is an aftercare provision, ensure the designs have provided facilities for the contractor.

Obtain a commissioning programme/schedule from the contractor. Inform maintenance colleagues of commissioning tests, witness them where appropriate and ensure records are kept (as discussed later).

Prior to practical completion, monitor the developing O&M manual, as fitted drawings, energy log books and H&S File and ensure that relevant information is being gathered in a structure that is approved by the client.

Review design risk registers and ensure any maintenance risks and controls are communicated to appropriate parties for comment and action.
Collate statutory records: eg Legionella Risk Assessments, written schemes of examination, LOLER inspections. Ensure a full set are received prior to occupancy.

Participate in snagging exercises. Agree with the project team what actions (if any) can be completed post practical completion.

Ensure (along with other Estates colleagues) that full statutory compliance is met, plus O&Ms and CDM H&S file are signed-off at Practical Completion.

Agree content and manage delivery of client training (for both occupants and facilities staff and contractors).

From an Estates perspective, manage all procedures and services required to ensure a successful completion of the construction phase of each project.
Post-handover activities

Post-practical completion, help co-ordinate and monitor outstanding tasks to ensure they are completed. This will require liaison with building occupants etc.

Agree with the project team how reactive/planned maintenance tasks are to be managed post-handover. Work with the helpdesk to ensure calls are directed as needed.

Undertake trend analysis of unplanned failures post-handover.
Meet with key stakeholders (e.g. deans, security, cleaning services etc.) post-handover to help with fault-finding/rectification.

Where there is to be phased/staged handover, work closely with the project team to understand how this is to work in practice and recognise that some of the above activities will need to be repeated for the different phases.
Help co-ordinate training in the use of new assets.

Where any of the above activities highlight deviations from the client's design guide, ensure that these are discussed with the project team and, if there is no evidence of approval having been sought or granted, notify Estates management.

Potentially, provide data and support to allow post-occupancy risk assessments to be completed (e.g. fire risk assessment).

Actively participate in Post-Occupancy-Evaluations as required.

From an Estates perspective, manage all procedures and services required to ensure a successful handover to client depts.

Ensuring the CAFM (Archibus) is suitably populated

Work with designers to ensure all assets are recorded on prescribed spreadsheets ready for upload to Archibus.
Ensure all assets are tagged and tag numbers are recorded on the Archibus spreadsheet.
Work with individuals within estates to ensure appropriate PPM tasks have been set up for these assets on Archibus.
From an Estates perspective, manage all procedures and services required to ensure all Estates business systems and statutory compliance duties are suitably setup and ready for ongoing future compliance.
Gather, review and reformat extant information (in addition to the aforementioned buildings)

Review all existing O&M and H&S file information held on S:. Note that some of it is held in a discrete folder, some of it is held on project folders (and is therefore largely 'hidden')
Locate and provide an inventory of O&M information held in hard copy in Estates stores.
Agree a location/structure for this data. The location will need to be positioned so that the MTC contractor has access to it.
Arrange for data to be scanned/uploaded/relocated.
Play active role in considering reconfiguration of existing data and assimilation with new. This includes un yet identified software packages/platforms
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