Assistant Facilities Manager

An excellent opportunity for someone with Facilities/Property Management experience looking for an established career path into an FM role.

As an Assistant Facilities Manager (AFM) you will be responsible for assisting in the front-line management of the day-to-day delivery of FM services on our client’s properties including the day-to-day management of contracts to deliver both hard and soft services and liaising with tenants on projected works in conjunction with the Facilities Manager (FM) / Head of FM & Sustainability to provide an exceptional FM service.

This includes the effective delivery and assisting with the monitoring of existing and planned preventative maintenance programs, contract management and raising the awareness of our 24/7 Helpdesk acting as a bridge of escalation to the FM/Head of FM & Sustainability. You will cover the duties in the absence of the FM/ Head of FM & Sustainability when necessary and work to help ensure statutory compliance is maintained above 95% across the portfolio, assisting in implementing processes and policies as prescribed by the Head of FM & Sustainability.

Role Dimensions

Assisting FM / Head of FM & Sustainability with the preparation of service charge budgets and collating costs where needed

Other data

This role is based out of our Crawley/Gatwick office with occasional site inspections to managed properties.

Your main office base will be Crawley/Gatwick, we operate a hybrid working policy, however, due to the nature of the role, regular office attendance will be required to update matters with FM / Head of FM & Sustainability and to liaise with relevant Property Managers and wider team as required.

Key Responsibilities

• Responsible for assisting on the day-to-day operations of multiple sites working alongside FM / Head of FM & Sustainability
• Interface with suppliers to deliver results against established KPI’s & issue resolution or escalate to FM / Head of FM & Sustainability.
• Assist with management of statutory compliance for multiple sites
• Managing performance outsourced services to agreed SLAs with FM / Head of FM & Sustainability
• Quality and performance management of all services including monthly performance reporting and maintenance of the site document registry
• Monthly Site Inspections
• Responsible for the coordination of emergency procedures
• Manage relationships with key stakeholders and tenants, through regular communication and formal review meetings.
• Review of Helpdesk queries and escalating to the FM / Head of FM & Sustainability when needed
• Ensuring escalated helpdesk calls are pushed through, escalating to the FM / Head of FM & Sustainability or PM when needed.
• Site visits to managed sites inc. occasional attendance at other SHW offices as required
• Supporting FM / Head of FM & Sustainability with Sustainability Initiatives

Communications & working relationships

Internal

• Property Managers
• Accounts Team
• Fee earners across the company

External

• Clients
• Tenants
• Retained consultants
• Contractors
• Professional bodies
• Third party professionals

Key performance indicators

• Inspection of properties in line with agreed frequency
• Accurate management and maintenance of site document registry
• Timely management of helpdesk calls, ensuring calls are escalated to FM / Head of FM & Sustainability (or PM where required)

Person specification

Knowledge, skills and experience required

• Previous background in Facilities Management / Administration of a minimum of 2 years, preferable
• Proficient in MS Packages; Outlook, Word, Excel with knowledge of any property management systems such as QUBE / ECS / eLogbook / PRISM advantageous
• Demonstrable experience of interfacing with landlords and tenants to deliver results as measured against established KPI’s or issue resolution.
• Budget Management: demonstrable experience in controlling costs, experience and knowledge purchasing and invoicing processes (Awareness of Service Charge, advantageous)
• Working knowledge of Facilities Helpdesk or willingness to learn
• Demonstrable knowledge of existing Health and Safety processes, such as: Issuing of Permit to Work, RAMS, General Risk Assessments and Fire Risk Assessments
• Interest in Sustainability and how it can be implemented in a workplace
• Willingness and desire to learn and formalise through IOSH / IWFM
• Excellent communication skills both oral and written.
• Ability to work use own initiative
• Ability to work independently and manage own workload
• Attention to detail and accuracy of all typed documentation
• A team player, who maintains a high degree of professional integrity.
• Willing to travel to other SHW Offices and managed sites (located in and around London/M25 north)

Qualifications

• IOSH Managing Safely or a similar H&S qualification

SHW is committed to encouraging respect, diversity and inclusion among our workforce and eliminating discrimination. The aim is for our workforce to be representative of all sections of society, and for each employee and client to feel respected in an equitable environment.

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