Assistant Facilities Manager - King William Street in London

We are looking for a proactive and highly organised Assistant Facilities Manager to join our team and play an important role in supporting the day-to-day management and smooth running of the property. Working closely with the Facilities Manager/Senior Facilities Manager, you will help ensure that occupiers, contractors and visitors receive a professional, responsive and high-quality service. This is a varied and hands-on role, ideal for someone who enjoys problem solving, building strong relationships and keeping things organised behind the scenes. You will be part of a supportive business that values initiative, service excellence and attention to detail, with opportunities to learn, develop and build your career within facilities management.

At Ashdown Phillips, we pride ourselves on delivering brilliant service and creating places that work well for the people who use them. We are looking for someone who shares our values, takes pride in doing things properly and wants to make a positive difference every day.

Key Responsibilities

• Provide a professional and responsive helpdesk service for the property, ensuring occupier queries and building issues are logged, followed up and resolved effectively.
• Raise purchase orders for approved works in a timely and accurate manner, supporting good financial control and supplier management.
• Process approved invoices promptly, helping to maintain effective budget management and strong supplier relationships.
• Maintain accurate records and ensure key property documentation is kept up to date, well organised and accessible.
• Liaise with contractors, occupiers and colleagues to provide updates on outstanding issues and support a positive service experience.
• Coordinate maintenance visits between contractors and occupiers, helping works to be completed safely, efficiently and with minimal disruption.
• Support the Facilities Manager/Senior Facilities Manager with health and safety checks, meter readings, inspections and other operational tasks as required.
• Coordinate diaries, meetings and key property activities, ensuring information is shared clearly and actions are followed through.
• Attend meetings as required, preparing agendas, taking notes and supporting clear communication across the property team.
• Take ownership of record keeping and administrative processes as directed, helping the team stay organised and compliant.
• Provide holiday cover and wider support to the Facilities Management team across London sites when needed.

Communication & Stakeholders

You will work with a wide range of people who help keep the property running smoothly, including:

• Contract managers and service providers across security, M&E, cleaning and landscaping.
• Fabric maintenance contractors, including contract managers and on-site operatives.
• Ashdown Phillips & Partners colleagues, including Directors, surveyors, consultants, staff and the wider Facilities Management team.
• Health and Safety consultants, insurance inspectors and other specialist advisers.
• Occupiers, their consultants, fit-out teams, agents and contractors.

Personal Specification

We are looking for someone who is organised, approachable and keen to develop within facilities management. The successful candidate will combine strong administrative skills with a practical interest in how buildings operate, good attention to detail and a positive, service-focused approach. In particular, you will bring:

• Experience in administration, coordination or facilities support, with a good understanding of office processes.
• A friendly, professional and helpful approach, with the confidence to communicate with occupiers, contractors and colleagues.
• Strong communication skills and the ability to build positive working relationships.
• Self-motivation, attention to detail and pride in delivering work to a high standard.
• The ability to prioritise, stay calm under pressure and follow tasks through to completion.
• Good working knowledge of Microsoft Office, particularly Word, Excel and Outlook.
• A positive, can-do attitude and willingness to get involved in a wide range of tasks.
• Previous facilities management or helpdesk experience would be desirable, but the right attitude, organisation and service mindset are equally important.

Technical skills and knowledge

Alongside the personal qualities above, the role requires a practical understanding of the key technical, compliance and operational areas that support the smooth and safe running of the property.

• Mechanical Systems
• Electrical Systems
• Building Fabric
• Plumbing and Water Systems

Health, Safety and Compliance

Health and safety is a core responsibility for Assistant Facilities Managers. Key Areas of Knowledge include:

• Health and Safety at Work Act 1974
• Risk assessments
• Safe systems of work
• Permit-to-work procedures
• Accident and incident reporting
• COSHH awareness
• Contractor safety management
• Fire Safety
• Fire alarm systems
• Emergency lighting
• Fire evacuation procedures
• Fire door inspections
• Fire risk assessment awareness

Statutory Compliance Awareness

An AFM should understand the purpose and frequency of compliance inspections, including:

• Fixed wire testing (EICR)
• Emergency lighting tests
• Fire alarm servicing
• Water hygiene testing
• Lift inspections (LOLER)
• Gas safety checks
• Pressure systems inspections

The role often involves maintaining compliance records and coordinating contractors carrying out inspections.

Maintenance Management

Planned Maintenance

• Understanding PPM schedules
• Reviewing maintenance reports
• Tracking completion rates
• Escalating issues

Reactive Maintenance

• Logging defects
• Managing work orders
• Monitoring response times
• Following up on corrective actions

Asset Management

• Asset registers
• Equipment records
• Lifecycle awareness
• Warranty tracking

Contractor and Supplier Management

Assistant Facilities Managers frequently act as the link between service providers and building occupants. Required Skills include:

• Monitoring contractor performance
• Checking service delivery standards
• Reviewing RAMS (Risk Assessments and Method Statements)
• Conducting site audits
• Managing permits to work
• Escalating contractor issues

Budget and Commercial Awareness

Financial Skills include:

• Purchase order management
• Invoice processing
• Cost tracking
• Budget monitoring
• Supplier quotations

Sustainability Awareness

Assistant Facilities Managers should understand:

• Energy efficiency measures
• Recycling programmes
• Waste reduction initiatives
• Sustainable procurement
• Carbon reduction objectives

Typical Activities

• Monitoring utility consumption
• Supporting ESG initiatives
• Promoting environmental awareness
• Assisting with sustainability reporting

Why Join Us?

• Work on a landmark London property with a focus on sustainability and occupier experience
• Opportunity to grow into a senior leadership role
• Collaborate with a team that values innovation, service excellence, and professional development
• Engage with a prestigious client base and high-profile occupiers
• Competitive Package

Growth and Development

We offer extensive opportunities and support for personal and professional development including sponsorship for professional qualifications.

Financial: Employer Pension contribution 3%, life assurance at 2 x basic salary, group income protection (long term disability insurance), interest free season ticket loan, bonus scheme, financial and mortgage advice through AP rewards.

Health & Leisure: 23 days annual leave + public holidays and 3 additional wellbeing days, wellbeing support, mental health support, 2 volunteering days per year, cycle to work scheme, eye care voucher, AP Rewards offering 100’s of discounts for everyday needs. Employee Assistance Programme, Help@Hand, a collaborative company culture and social events.

As a Disability Confident Employer, we are committed to making reasonable adjustments to the recruitment process and all disabled candidates (as defined by the Equality Act 2010) who satisfy the minimum criteria for the role will be guaranteed an interview. If this is required, please contact us. Applications from candidates irrespective of their background, gender, race, sexual orientation, religion or age are welcomed, providing the required criteria is met.