Job Purpose
As an Assistant Facilities Manager, your primary responsibilities revolve around supporting the effective management and maintenance of the building and establishing, developing, controlling, and managing, on behalf of the Landlord, the services and operations of the property. To ensure compliance with all statutory regulations, internal policies and procedures and best practice in the continued delivery of a multi-let office building.
Property Outline
The property is a 215,000 Sq. ft development located within the Smithfield/Farringdon area. The property is fully occupied and is a great example of a best-in-class trophy asset.
The building has a dedicated Smart Spaces app that allows contactless access from street to desk, smart functions including occupancy monitoring, air quality monitoring, heating, and lighting controls, as well as a community social wall and event bookings.
Designed to deliver a world-class working environment, the building amenities include luxury showers, changing rooms, lockers, cycle spaces and a Wellness room. Plans are underway for the introduction of an on-site gym and coffee bar.
Financial
- The building has a service charge budget of circa £4,000,000 with a year-end date 31st of December.
On-site Reports (all 3rd Party)
- Security Service Partner
- Front of House/Reception Team
- Housekeeping Service Partner
- Mechanical and Electrical Service Partner
- Fabric handyperson
Communication Lines
- Contract managers for Security (including Front of House) and Housekeeping Services. Attending monthly meetings for these main services. Day-to-day management and monitoring of M&E contract staff and sub-contractors.
- On-site contracted service team manager meetings every week to ensure coherent working.
- Fabric maintenance service partners – communicating with the contract manager and other personnel.
- Client Landlord; the Landlord’s architect, surveyors, consultants, insurance agents, marketing agency and letting agents.
- Ashdown Phillips & Partners; MD, Directors, surveyors, consultants, staff, and fellow centre/building managers.
- Health & Safety Consultants; asbestos surveyors, Local Authority H&S Officers.
- Regional Fire Brigade; Fire Officers.
- Occupiers: their consultants, fit-out agents and service partners.
Key Objectives
- Assisting the Facilities Manager in ensuring compliance with regulations and health, safety, environment, security and cleaning standards.
- Managing landlord and occupiers’ expectations, having regard to set financial limits.
- Supporting the monitoring and management of budgets to ensure costs, quality standards and efficiencies are achieved to target.
- Work with key stakeholders in developing and managing events at the property.
- Contribute to developing strong relationships with occupiers through dynamic engagement opportunities.
- Help drive the Company’s sustainability pledge and act as an ambassador for Ashdown Phillips in communicating the Client’s objectives in relation to sustainability.
- Support the FM in collaborating with the local community in establishing the property as part of a wider network supporting CSR initiatives.
- Lead on occupier engagement initiatives and events on site.
Key Accountabilities
- Support the Facilities Manager to ensure the cost-effective provision of agreed Facilities Management services for the Landlord, as required.
- Contribute to the procurement of and subsequently manage the provision of relevant services (e.g., M & E, Security and Cleaning), ensuring optimum service standards from internal/external sources.
- Contribute to the forecasting, and then subsequently monitor and control budgets, ensuring costs are properly allocated against the respective property schedule, contained within agreed levels, and corresponding reports are provided as required.
- Assist the Facilities Manager in ensuring compliance with all statutory and internal obligations applicable to the ongoing occupation, operations, and maintenance (including project work) of the property.
- Maintain, establish and develop appropriate relationships and communication channels with all occupiers and other stakeholders (including members of the public, colleagues, line manager and client representatives) to ensure that service levels are maintained and improved, having regard to relevant budgetary constraints.
- Manage and develop relationships with service partners to ensure compliance with contracts and continued delivery of agreed services.
- Support the Facilities Manager in ensuring all building services and life safety systems are maintained within relevant scheduled frequencies and inspection deadlines.
- Contribute towards the marketing of the property, monitoring and managing digital and other media where necessary.
- Identify, propose, and develop environmental and sustainability opportunities for implementation, setting objectives and monitoring progress.
- Support the Facilities Manager in maintaining a safe and healthy work environment by ensuring compliance with relevant health and safety regulations. This includes conducting safety inspections and implementing safety protocols.
- Assist in maintaining and updating emergency response plans and procedures. This includes conducting drills, training employees on emergency protocols and coordinating with emergency services.
- Collaborate with the building management team and service partners to create a “one team” ethos, to ensure effective communication and coordination of facility-related tasks and projects.
- Maintain accurate records and documentation related to building maintenance, repairs, inspections and other activities. This information is crucial for compliance, reporting, and historical reference.
- Contribute to the success of the building’s BMS optimisation software and drive efficiencies through proactive oversight of the system.
- To undertake ad-hoc duties from time to time, commensurate with the role.
Person Specification
These are the minimum key areas of knowledge, skills and experience.
- Working knowledge of current statutory legislation and regulations, especially regarding Health, Safety and Environment. IOSH qualification is essential.
- Knowledge and experience of managing service partners and service levels (e.g., M & E, security and cleaning) associated with a retail, office, or business park/estate and within agreed budgets.
- Problem-solving skills to continue to match resources to achieve various service requirements.
- Good knowledge of service charges and budgeting techniques.
- Excellent organisational and time management, able to meet tight deadlines and respond in emergencies.
- Self-motivated and able to work on own initiative without ongoing direct supervision.
- Excellent interpersonal and communication skills, able to effectively communicate at all levels and operate comfortably as part of a multi-skilled team.
- Willingness to adopt a flexible approach to working patterns to respond to the changing needs of the property.
- Previous managing agent experience within a commercial office environment.
- Interest in the property sector and an understanding of the occupational requirements of occupiers.
- Good IT skills in particular Microsoft Word and Excel.
