Purpose of the Role
We are seeking a highly organised and experienced Assistant Facilities Manager who will be responsible for managing the day-to-day operations of three sites within Southampton, ensuring compliance with safety regulations, and coordinating maintenance and contractor maintenance. The ideal candidate will possess a strong background in facilities management, excellent problem-solving skills, and the ability to ensure that all services are delivered efficiently.
Key Responsibilities
* Reporting to the London Facilities Manager.
* Oversee the daily operations and maintenance of three facilities within Southampton, ensuring smooth and efficient operations.
* Manage both soft and hard service contractors, ensuring timely and effective delivery of services in accordance with contracts.
* Source, negotiate, and manage relationships with vendors and service providers, ensuring high-quality services at competitive rates.
* Develop and implement a preventive maintenance program to extend the lifespan of equipment and building infrastructure.
* Oversee the overall maintenance and operations of company buildings and facilities.
* Organise and coordinate facility maintenance and improvement works, including overseeing PPMS and managing small-scale projects.
* Conduct regular audits to ensure adherence to safety, operational, and regulatory standards. Ensure KPIs are consistently met and operational standards are maintained.
* Ensure 100% compliance is maintained, ensuring any remedials are actioned.
* Prepare and submit regular reports to the Facilities Management team on facility performance.
* Raise Purchase Orders through Proactis and client portals (e.g., BYD) for relevant goods and services as required.
* Responsible for Budget Management and collation of the Service Charge.
* Build and maintain strong relationships with key stakeholders at the site level and across the business to support efficient facility operations.
* Implement sustainability practices, including energy-efficient systems and waste management initiatives.
* Monitor energy consumption and identify opportunities for cost savings through energy management initiatives.
* Coordinate emergency response plans (e.g., fire drills, evacuation procedures) and support onsite team with any H&S matters, audits, or actions raised via Protec.
* Provide cover for Receptionist during lunch breaks and occasional annual leave as required.
* Be on-call to respond to emergencies, such as water leaks, electrical failures, or other facility-related issues, ensuring timely resolutions to minimise downtime.
* Perform any other reasonable requests or ad hoc duties as assigned to support the facilities management function.
Skills, Knowledge and Experience
Essential
* General Education to GCSE standard with an A-C grade in English & Maths or equivalent standard.
* Ability to work in a team or alone.
* Excellent communication skills.
* Ability to deal with confidential information.
* Good organisational and time management skills with the ability to prioritise workload and multitask in a calm and professional manner.
* Able to work under pressure to deadlines.
Desirable
* Proven experience in facilities management or a similar role.
* Strong understanding of contractor management, maintenance, and project management.
* Proficiency in using facilities management software (e.g., Savills Datastation, Proactis, BYD).
* Excellent organisational and multitasking skills, with the ability to manage multiple tasks simultaneously.
* Knowledge of budgeting and financial management related to facilities operations.
* Ability to work flexibly, with occasional support required for reception cover or additional duties.
* Proficient in a full range of Microsoft applications including Word, Excel, PowerPoint, Access, and Outlook.
* Experience working within a Facilities Management team.
* Understanding of Health & Safety Legislation.
* IOSH certification.
Benefits
* Competitive salary and benefits package.
* Opportunities for professional development and growth.
* A supportive and collaborative work environment.
Working Hours: 08:30 - 17:00
Please see our Benefits Booklet for more information.
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