Purpose of the Role
As Assistant Facilities Manager at One Colmore Square, you will play a key role in supporting the effective management, maintenance, and continuous improvement of one of Birmingham’s landmark multi-let office buildings. Working on behalf of the Landlord, you will help ensure the delivery of safe, compliant, and sustainable operations while delivering a first-class occupier experience in line with Ashdown Phillips’ high standards.
Key Objectives
- Support the Facilities Manager in ensuring compliance with all statutory, environmental, and health & safety requirements.
- Assist in managing landlord and occupier expectations, ensuring high service delivery within approved financial limits.
- Help monitor budgets and service charge expenditure, achieving best value and efficiency.
- Support the planning and coordination of occupier engagement events and community initiatives within the building.
- Act as an ambassador for sustainability, contributing to the building’s ESG performance and Ashdown Phillips’ Green Apple Award commitments.
- Build and maintain strong tenant relationships, ensuring responsive and professional communication.
- Collaborate with local partners to integrate CSR and community engagement initiatives that enhance the site’s social value.
Building Operations & Compliance
- Support the management of day-to-day building operations, ensuring all plant, systems, and life safety equipment are maintained in accordance with PPM schedules.
- Maintain 100% compliance across RiskWise by uploading statutory documents, RAMS, and inspection records promptly.
- Assist with the completion of monthly compliance and operational reports, highlighting key risks or actions.
- Support emergency procedures including fire drills, evacuation coordination, and business continuity planning.
- Regularly inspect landlord areas, plant rooms, and risers, ensuring they are safe, compliant, and audit-ready.
Contractor & Supplier Management
- Assist with the management of service partners including M&E, cleaning, security, and waste contractors, ensuring SLAs and KPIs are met.
- Support procurement activities and review contractor performance, escalating issues where appropriate.
- Manage permit-to-work processes, ensuring all contractors are inducted, safe, and compliant.
Occupier & Client Relations
- Provide a friendly, professional point of contact for occupiers, dealing efficiently with queries or issues.
- Support the Senior Facilities Manager in delivering an outstanding occupier engagement programme, contributing ideas and assisting with events.
- Assist in preparing client updates and building performance summaries as part of monthly reporting.
Financial & Administrative Support
- Support preparation of the annual service charge budget, collating contractor costs and supporting documentation.
- Raise purchase orders, process invoices, and track expenditure against budget lines.
- Maintain accurate and organised documentation for audits and inspections.
Sustainability & ESG
- Support environmental and sustainability initiatives, including waste reduction, energy performance tracking, and biodiversity projects.
- Help collate data for ESG and Green Apple Award submissions.
- Promote sustainable practices among contractors and occupiers through campaigns and education.
- Assist in maintaining and updating emergency response plans and procedures.
- Conduct site walks and safety checks to ensure all areas meet compliance and best practice standards.
- Coordinate with contractors and occupiers to ensure adherence to safety protocols and statutory regulations.
Person Specification
- Working knowledge of current health & safety and environmental legislation, with an IOSH Managing Safely qualification preferred.
- Experience managing contractors (M&E, cleaning, security) in a commercial or mixed-use environment, with focus on quality and cost control.
- Strong organisational skills and ability to prioritise in a fast-paced environment.
- Good understanding of service charge budgets and financial reporting.
- Confident communicator with excellent interpersonal skills and a proactive, can-do attitude.
- IT literate, proficient in Microsoft Office, and quick to learn new FM or building management systems.
- Flexible, professional, and willing to take initiative in supporting the wider building management team.
This role offers a great opportunity to develop your career within a supportive and forward-thinking team, in one of Birmingham’s most prestigious office buildings. If you are passionate about facilities management, sustainability, and exceptional service delivery, we’d love to hear from you.
