Facilities Assistant Manager

Argenta Group is headquartered in London and has a presence in Australia, employing circa 300 people globally. We are proud of our unique and rich history of trading in the Lloyd’s market, both as a Syndicate and Members’ Agency, and to be part of the Hannover Re Group. Our long standing workforce are our greatest asset; the expertise and knowledge they bring has resulted in our successful track record and continues to shape our future growth strategy.

About the role - This is a 12 month Fixed Term Contract position

• We’re looking for a hands‑on Facilities Assistant Manager to support the day-to-day operation of our London office and assist with the exciting project to create our new headquarters in a new location in The City. This role plays a key part in shaping the experience of both colleagues and visitors.
• Although this is an admin‑heavy role, this is not a full‑on desk‑based role. You’ll be a visible, approachable presence in the office, helping to resolve issues quickly, spotting potential problems early, and ensuring the workplace runs smoothly.
• You’ll work closely with the Facilities Manager in covering day-to-day activities in terms of facilities, front of house, service partners and internal stakeholders.
• Maintaining the office environment including office areas, the management of the front of house, internal events and meeting rooms. You will be keeping the basics running flawlessly to supporting improvements in how the office operates.

Key Responsibilities

• Support the smooth day-to-day operation of the London office, ensuring facilities, equipment, meeting rooms, kitchens, and workplace services are maintained to a high standard and that all areas remain safe, well‑maintained, and fully operational.
• Assist in managing workplace services and facilities operations, ensuring prompt resolution of maintenance issues and effective delivery of support services.
• Coordinate contractors, suppliers, and service providers, monitoring service delivery and ensuring compliance with agreed standards and service level agreements.
• Occasional weekend office presence may be required to supervise contractors and sign off completed works.
• Manage incoming and outgoing post, courier services, document scanning, records management, archiving, and secure storage processes.
• Oversee the ordering, stock control, and management of office supplies, stationery, kitchen provisions, business cards, and other workplace resources.
• Process, monitor, and reconcile facilities‑related invoices and expenditure, ensuring accuracy, compliance with budget requirements, and appropriate authorisation.
• Administer office security and access control systems, including access cards, visitor management processes, access permissions, and related reporting.
• Support the implementation and maintenance of workplace health and safety programmes, including risk assessments, workstation assessments, emergency procedures, Fire Warden and First Aider coordination, and compliance activities.
• Assist in the development, implementation, and continuous improvement of Facilities Management, Health & Safety, and business continuity policies, procedures, and processes including:
  • Fire safety checks and evacuation procedures
  • Risk assessments, DSE processes and audits
  • Incident reporting and investigations
• Help ensure a safe, secure and compliant workplace at all times
• Coordinate office moves, space planning activities, workplace projects, and facilities initiatives to support business requirements and enhance the employee experience.
• Monitor workplace standards and identify opportunities for service improvements, operational efficiencies, and enhanced workplace experiences.
• Support sustainability and environmental initiatives, including recycling, waste management, and environmentally responsible workplace practices.
• Provide guidance and day‑to‑day direction to facilities support staff where applicable, helping to ensure high levels of service and operational effectiveness.
• Build effective relationships with employees, visitors, landlords, and external suppliers to ensure a professional and customer‑focused workplace environment.
• Undertake any other related duties as may be reasonably required.
• Working for a regulated Company, you will be expected to perform your duties to the highest of standards, in accordance with the Conduct Rules as specified by the FCA:
  • You must act with integrity
  • You must act with due care, skill and diligence
  • You must be open and co‑operative with the FCA, PRA and other regulators
  • You must pay due regard to the interests of customers and treat them fairly
  • You must observe proper standards of market conduct.

Skills & Experience

• Experience of working within a facilities/workplace team, a practical understanding of what it takes to keep our workplace safe, maintained, operational & running smoothly.
• Good understanding of hard & soft facilities services, including PPM schedules, maintenance regimes, associated equipment & coordination of suppliers/contractors.
• Experience supporting day-to-day maintenance activities, including logging, coordinating and following up reactive and planned works
• Ability to monitor outstanding maintenance actions and liaise with contractors to ensure works are completed in a timely manner
• Practical knowledge of health & safety requirements in the workplace
• Strong organisational skills with the ability to manage multiple priorities
• Hands‑on, proactive, solution drive, calm under pressure & good problem‑solving skills

Values

These four values underpin our culture framework and sit at the heart of how we work at Argenta:

• Integrity:
  Hold ourselves & each other to the highest standards. Speak openly with candour and respect. Do the right thing even when it's difficult.
• Curiosity:
  Have the courage to ask questions. Challenge the status quo. Think differently to find solutions.
• Empowerment:
  Trust each other. Be ambitious. Be accountable and own the delivery.
• Collaboration:
  Work together forshared goals. Be supportive and kind to help each other succeed. Invest in relationships that are built to last.

#J-18808-Ljbffr