Assistant Estates Facilities Manager

To provide administrative and operational support to the Estates Facilities Manager who has day to day responsibility for the management and operation of the Estate. Supporting the monitoring and management of budgets to ensure costs, quality standards and efficiencies are achieved to target. Develop a one team approach within the Estate to ensure we have a consistent and collaborative approach to the running of the Estate. Supporting the day-to-day operations of the Estate.

Qualifications and Experience

A customer facing facilities professional to join our London team, leading on the management of the Estate. The candidate should preferably have Managing Agent experience and a proven track record in the facilities industry allowing them to hit the ground running in a challenging environment. They must be willing to take a hands‑on approach to getting things done. We pride ourselves on providing a brilliant service so time management, the ability to work under pressure, self‑motivate and prioritise are an absolute must. We are offering a real opportunity to grow within a company with a reputation for promoting and growing talent, working with an impressive client base.

Key Accountabilities

• To support the Estate Facilities Manager in the effective management and operation of the Estate.
• The Management of tenant liaison, local stakeholder communication and administration management, including invoicing procedure.
• To provide accurate and timely compilation of accounting, turnover and footfall data for the presentation of reports and documentation for the landlord and respective parties.
• To respond to all customer correspondence in a timely and efficient manner. To ensure that all situations are given the necessary degree of attention and immediacy to ensure positive retrieval of rectification of the problem or incident.
• To support the management and control of all contract staff, to include all approvals of hours of working, staffing levels and rotas.
• Foster positive working relationships with all occupiers and aid whenever necessary to resolve problems, answer queries and achieve elevated levels of customer satisfaction. Coordinate maintenance visits between contractors / tenants. Provide work permits for all works that are undertaken on site and ensure all required RAMS & PLI are obtained from relevant contractors.
• In conjunction with other staff members to operate the Estate in compliance with all health & safety and environmental legislation and regulations, adhering to procedures laid down and working towards stated targets. To co‑operate with Ashdown Phillips as far as is necessary to enable Ashdown Phillips to always comply fully and with its legal duties regarding health, safety, environmental and welfare matters. To familiarise yourself with Ashdown Phillips' health, safety, welfare, fire, and environmental arrangements.
• To assist the letting agents and other professionals / representatives appointed or representing the Client / Owner or Managing Agents in the execution of their transactions / tasks. This may include amongst others providing plans, communicating data, co‑ordinating the site visits, entertaining prospective tenants, providing data including pedestrian footfall and undertaking any other reasonable tasks deemed necessary by Ashdown Phillips or the Clients / Owners from time to time and as required to achieve the investment objectives of the Estate.

Person Specification

• Experience with the property management sector.
• Experience of administration tasks.
• Friendly persona.
• Effective communication skills.
• Self‑motivation with good diligence.
• Experience of basic clerical duties and office procedures.
• Good working knowledge of MS Office to a competent level within an office environment.
• Can do attitude. The ability to see a task through to completion.
• Excellent customer service skills.
• The ability to work as a team.

Desirable Qualifications - IOSH