• Prepare coherent and clear annual and monthly reports on defect progress and risk management for issue to Asset Management colleagues, UPP Residential Services (URS) colleagues, SPV Boards, Partnership Boards, and other relevant fora. • Attend site to undertake detailed technical analysis of defects (using specialist external resource where required) to inform UPP’s response on defect claims. • Produce regular reports for the Head of Technical Asset Management and Asset Management Director with regards all matters related to defect management, H&S, sustainability, compliance, building specification, warranties and guarantees, risk management and quality and contractor performance. Stakeholder Management • Manage the relationship with the University, Students and URS site teams in relation to defect identification, management and resolution including communication and coordination of contractors. • Manage the Employer’s Agent and Clerk of Works on defects, as required. • Liaise with the Building Contractor to resolve defects as required. • Liaise with the Technical Asset Management team, URS team and other UPP colleagues to resolve defects as required. • Liaise with the SPV’s representatives (as required). • Represent UPP on site in all matters relating to defects on the projects.
12
UNIVERSITY PARTNERSHIPS PROGRAMME
Job Description
Job Title
Defect Manager
Reports To
Asset Management Director
Location
London Office/ Flexible on location given national remit
Job Purpose
The post holder will lead on the successful delivery of the defect management from construction completion and into the full operational phase of projects, representing the Special Purpose Vehicles (SPVs’) interests in these matters. This will include closing out defects during and after the 12-month defects liability period and subsequently, proactive progression of latent defects including identification, analysis, management, and resolution.
Role & Responsibilities
Additional Responsibilities
Defect Process and Delivery Management • Develop and maintain a robust process for managing defects across UPP’s portfolio. This includes (where required) proactive assessments at least 12 months from the expiry of the 12-year contractual limitation period to enable timely resolution of defects. • Maintain a schedule of key information relating to defect management including a schedule of practical completion dates from which 12-year contractual limitation periods are determined. • Organise and manage surveys and inspections as required (including specialist or intrusive investigations) to ensure clear and accurate technical detail is provided such that defects are identified, categorised, notified and remediated before the 12-year contractual limitation period expiry. • Manage the process for the identification, monitoring or tracking, and resolution of defects. This includes organising resource to closely manage defect remediation programmes. • Demonstrate and apply strong contractual knowledge and understanding on construction matters including defect identification, notification and resolution or remediation. • Liaise with colleagues in the legal and commercial teams to prepare well-articulated, contractually compliant notification and correspondence for issue to or in response of correspondence received from Building Contractors as required in relation to defect resolution or remediation. • Liaise with legal advisers to obtain advice on defect notification and remediation including entering standstill agreements or settlement agreements (where required). • Oversee the production, review, and control of necessary documentation including post- construction documentation (O&M’s, warranties, asset register, drawings etc) relating to defect remediation. Defect Data Analysis and Reporting • Work closely with the administrator to ensure that the defect tracker is always up to date with robust information on defect identification, analysis, management, and resolution. • Regularly undertake trend analysis and produce an annual report which provides insights into defect categories observed by building archetype and /or building element across the portfolio to inform lessons learnt on design, product choice and construction methods.
Defects Liability Period (DLP) – 12 months and 24 months • Produce a ‘wash-up’ report highlighting areas of improvement at Practical Completion. Organise and chair monthly monitoring meetings with URS and the University. • Undertake inspections (with support from the Technical Asset Management team and/or specialist external resource as required) to crystallise the schedule of defects which needs to be resolved for the certificate of making good defects to be issued. • Produce and publish ‘lessons learnt’ report associated with the individual projects. • Maintain an issue log and regularly distribute to identified recipients. Proactive and Reactive Issues – Year 2 to 12, and beyond • Establish a regular review of building performance within the portfolio at all sites. • Manage and report to the SPV Boards on a rolling programme of remediation of defects. • Ensure all statutory obligations (including CDM) are met during the remediation of defects. • Ensure all project documentation is in place and compliant, including management of all required meeting, reporting and notice protocols under the project documentation. • Undertake inspections of potential estate transfer buildings to report on the extent and commercial value of possible defects which may create commercial risk to UPP.
Other Information
• The post holder will be required to regularly travel to other UPP sites, with associated overnight stays. • Engender a culture of continuous improvement. • Support the Technical Asset Management team as required by the Asset Management Director • Other duties as deemed commensurate with the role.
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