Assistant Facilities Manager

January 5, 2024

Assistant Facilities Manager

ReferenceLON2074

  • Standard / Permanent
  • GB-ENG-London
  • FINANCIAL AND TECHNICAL EXPERTISE
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The role

Responsible for the assisting the Facilities Manager in the delivery of an effective and compliant facilities management service through in-house staff, suppliers and consultants, across hard and soft services, across a group of buildings. The role will require occasional UK travel & overnight stays may be required.

Key deliverables

  • Assist in the preparation, monitoring and reconciliation of service charge budgets
  • Check and approve expenditure against service charge budgets
  • Provide best in class customer service to internal and external customer base
  • Maintain regular and effective communication with clients and tenants
  • Supervise site based staff, ensuring all people related policies and procedures are followed
  • Maintain regular and effective communication with internal colleagues in Property Management, support functions and the wider Real Estate business
  • Monitor works conducted/service provided by suppliers
  • Audit and inspect supplier delivery
  • Measure and report supplier performance against agreed SLAs
  • Manage suppliers to ensure effective, safe and compliant delivery of all M&E related services, including: life safety systems, vertical transportation equipment and public health systems
  • Procure goods and services, following procedures and policies
  • Contribute to the preparation of management reports for a variety of stakeholders and attend management meetings are required
  • Undertake regular building inspections, complete reports and initiate/progress any required works
  • Assist Facilities Manager to ensure compliance with all current statutory legislation in respect of health and safety and the environment
  • Assist Facilities Manager to manage local environmental activities in order to meet statutory obligations and achieve/retain industry standards e.g. ISO14001 working with sustainability team
  • Ensure compliance with all internal procedures and policies – e.g. Procurement, Finance, Compliance, HR
  • Ensure security and emergency procedures are robust and adhered to at all times, taking an active role in the event of emergency situations
  • Complete administrative tasks as required to include use of systems, filing, inventory management.

Responsibilities

Financials

  • May have budget and cost control responsibilities
  • Has an awareness of wider team or department budget

 Clients and Business Development

  • Is proactive in building relationships with internal clients and courteous and responsive to all clients (internal and external)
  • Functional or specialist competence with relevant understanding of business/departmental context
  • Completes own work under minimal supervision/guidance
  •  Can deal with novel or difficult situations within context of own function or specialism

 People

  • Active team player
  •  May supervise a small team of administrative employees
  • Shares information with colleagues and others through team meetings, databases, filing systems, etc
  • Shares expertise with colleagues
  •  Proactively communicates to colleagues and others

 Systems and Process

  • Manages, co-ordinates, implements and develops a range of important activities, processes, functions or relationships
  • Makes decisions within field of expertise
  • Is conscious of process and takes steps to protect the interests of BNP Paribas Real Estate, employees and reputation
  • May contribute to BNP Paribas Real Estate Projects

Person specification

Qualifications

  • Membership or Associate Membership of IWFM
  • Managing Safely – accredited by IOSH

 Experience

  • Previous experience in a similar role
  • Understanding of commercial leases and the landlord and tenant relationship
  • Understanding of service charge budgets and accounting principles
  • Good health and safety and environmental knowledge
  • Basic mechanical and electrical services knowledge
  • Excellent English language skills – both written and spoken
  • IT literate – MS Office at intermediate level and other relevant software (e.g. Meridian, Proactis, Snapshot, Tramps) at a level to undertake the role satisfactorily

We are proud to offer award-winning benefits to support and reward our employees:

–        Heath & Leisure: Private medical cover, 25 days annual leave + public holidays (the option of purchasing up to 5 additional days via flex benefits), health screening, gym discounts, wellbeing support, volunteering opportunities, cycle to work scheme, eye care voucher, travel & retail discounts, travel insurance, concierge service, kids pass, open fairways golf card, great company culture and social events (including sports teams, charity events, art pass), perks at work

Financial:  Pension, life assurance at 8 x basic salary, group income protection, long term disability insurance,  interest free season ticket loan, bonus scheme – you will be eligible to participate in the Company’s Bonus Scheme, share incentive plan, financial and mortgage advice

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