Assistant Facilities Manager - West

MAPP is the UK's leading specialist in commercial property and asset management, with over GBP 30bn+ of property under management for a variety of UK and overseas Fund Managers, REITs and other property owners.

MAPP believes that property management can be a force for good. That's why we make buildings work, not just for profit, but for people and the planet too. MAPP has created V1.0, V2.0, V3.0 and V4.0 framework of Property Management, to help clients and occupiers navigate the new landscape, and to ensure we deliver a fully integrated and holistic approach.

Most job descriptions read like a recipe without a clear picture of what the final product looks like. We want to give you a picture of who we are and the role we are looking to fill. If this position excites you, and you think you could make a difference at MAPP, do apply, even if you don't satisfy every single criterion. We want to work with people who are awesome in an organisation that makes a difference, do a job that adds value and be rewarded for all our effort in a great place to work.

At MAPP, we want to make the real estate industry a career path where everyone feels both welcome and wanted. We're proud of our progress so far, but we're constantly reevaluating how we can make sure the best people, regardless of gender, ethnicity, sexuality, nationality, background or neurodiversity, can see themselves excelling at MAPP.

Our MAPP values underpin everything we do. We were the first national real estate consultancy in the UK to become a B Corp. We want you to learn and grow, to challenge yourself and be the best you can be. As an organisation, we are growing, and have done so for the last five years. We promote about 10% of our office-based roles in a year. We have fun together with events and opportunities to connect, grow and learn with charity days and fundraising events for our communities, as well as study days that broaden our professional horizons.

This role gives you the opportunity to be a part of our effort to do something a little bit special in property management, and we would love for you to apply. We are always on the lookout for great character - that is what makes us MAPP people. If that is you, we would love to meet you!

Role Summary / Purpose and Scope

This role provides support to management of buildings along with the FM team by taking responsibility for completing basic Facilities Management tasks. The Assistant Facilities Manager will be responsible for ensuring that the highest standards of management, maintenance and service are maintained. This role is based WEST of London up to Oxford.

Skills, Knowledge and Values

• Support the completion of planned works, commission Long Term Asset Replacement Plans, permit to work systems, monitor PPMs to ensure buildings are managed proactively, responsibly and that the service charge budgets and property plans are fully aligned ensuring compliance with CDM Regulations and appropriate communication with client and occupiers in partnership with the relevant teams.
• Monitoring statutory and internal compliance, instructing audits, assessments and specialist advice, aligning with service partners for control documents, log books and online management systems which form MAPP's control environment including meeting MAPP policies and procedures, RICS and ISO standards and any statutory and insurance timelines and escalation requirements.
• Manage contractor and supplier performance including service delivery and financial, ensuring best value and efficiencies using the relevant tools and reporting as required as well support the Procurement team with tender programmes and contractor performance reviews.
• Ensure emergency preparedness and site security plans are in place and scenario testing and appropriately support any emergency response requirements including out of hours including undertaking unplanned incident management exercises and report accordingly.
• Engage with occupiers including implementation of Customer Experience frameworks for the buildings to improve occupier satisfaction and retention, occupier forums and meetings and placemaking and V2 initiatives.
• Prepare service charge budgets, including explanatory guides and analyse and monitor year end and monthly service charge expenditure, including monitoring outgoing costs and budgetary control in accordance with RICS guidance and investigate, report or address any outstanding positions and backlogs.
• Manage all allocated sites including regularly inspecting and recording your properties, appropriately monitor, report on, support and feedback to site teams and sample auditing your teams for condition, standards, and occupier compliance with covenants.
• Develop and implement sustainability action plans, monitor resource consumption, improve recycling and reduced carbon emissions and waste in partnership with the relevant team.
• General administrative duties in order to support the Team and if required, the wider MAPP business including correspondence, written and verbal, electronic or paper, taking and circulating minutes and notes of meetings.

Values & Behaviour

• Exhibition of MAPP Values: Avoid Ambiguity, Appreciative, Adventurous, Authentic and Accountable.
• Self management including showing initiative, being proactive and meeting deadlines.
• Embracing change including technology.
• Engaging with the big picture.
• Great service delivery including working in partnership with internal and external individuals and good communicating in written and verbally.
• Achieving results and prioritise work including attention to detail to all stakeholders.
• Innovative solutions and problem solving.
• Developing self and others and willing to learn.
• Interpersonal and relationship skills capable of communicating at various levels including meetings with occupiers, client, supplier and wider stakeholders.
• Strong written and verbal communications including report writing.

Experience and Salary

• Level of Experience / Certifications: Experience of working in a similar role.
• Qualifications: IOSH Desirable.
• Working Hours: 9am - 5.30pm Monday - Thursday & 9am - 5pm Friday.
• Salary Range (Based on Experience): GBP 32,000-GBP 47,500 per annum, depending on experience.