Delivering an efficient TFM solution while remaining cost effective

The Challenge

Reducing costs while managing a large modern facility for our Cork City customers which include tenant areas, reception, and multiple floors. Delivering a transparent and diverse range of services from cleaning and landscaping to mechanical and electrical maintenance.

The Solution

By appointing an experienced FM Operations Manager as a single point of contact we could ensure all works are completed on time and under budget. A schedule of regular and random site visits provides the customer with monthly reports, and a proactive planned maintenance approach to guarantee compliance with regulations and standards.

Our FM Operations Manager is responsible for engaging with sub-contractors for larger works but the introduction of an onsite Facilities Coordinator responds directly to all minor facilities issues. This coordinator undertakes all handyman services, building fabric repair, heating & cooling services, as well as electrical and mechanical services on the contract while ensuring all reactive maintenance is completed to agreed SLAs and KPI.

Our Helpdesk function supports the entire contract, managing all reactive tasks and allows our onsite Facilities Coordinator to respond to all urgent issues within a matter of minutes.

The Outcome

The introduction of an onsite Facilities Coordinator has allowed our team to manage reactive tasks quicker and has significantly reduced costs for the customer as no call-out fee is required and the client is billed only for the time spent addressing the issue.

Our FM Operations Manager has levied an understanding of our local suppliers to introduce tighter control on cost approval, and analysis of works proposed, they have introduced the customer into the decision-making and scheduling of works process at the earliest stages to ensure full transparency.

Key outcomes

• Several year-on-year rolling contract renewals based on trust, transparency, and value for money.
• Helpdesk and data analysis reporting has demonstrated our technical ability to respond to the customers specific requirements and further enhances transparency of services and costings.
• Our onsite Facilities Coordinator has increased our efficiencies, improved response times and reduced cost.

Our focus has been on efficiency, preventative maintenance, and continuous improvements in service provision to continue meeting the customers’ evolving needs while maintaining a sustainable and cost-effective approach.