Building Operations Coordinator | Facilities & Safety

The role of the Assistant Building Manager (ABM) is to support the Building Manager (BM) in delivering a legally compliant, safe, customer-focused environment providing agreed levels of service across a predefined area to unstaffed properties and staffed buildings, in a management capacity.

Role Purpose: Co-ordinate the operational day-to-day aspects of building management. Comply with risk management practices and requirements including the supervision of supply partners organising scheduled maintenance via the Cushman and Wakefield preferred CAFM system and reactive and emergency works. Act as a point of contact for liaison on occupier queries and regular communications. Lead and inspire individuals to achieve Cushman and Wakefield’s Vision and Mission through positive mindset and behaviours. Emulate the company core values to ensure the client receives consistently high customer experiences. Provide cover for the BM at times of annual leave and sickness.

Core Responsibilities:

• Manage and maintain the CAFM and Helpdesk systems, ensuring accurate data, timely updates, and strong service level performance.
• Support rapid and effective complaint resolution, providing regular updates and maintaining excellent occupier experience.
• Assist with statutory and regulatory compliance, coordinating inspections, audits, and follow-up actions.
• Identify works requiring CDM oversight and ensure appropriate contractor appointment and technical approval.
• Support contractor management, including documentation checks, site standards, health & safety compliance, and quality of work.
• Handle occupier queries professionally, escalating lease or service charge issues as needed, and maintaining strong stakeholder relationships.
• Raise purchase orders, process invoices, and support service charge budget preparation, variance reporting, and reconciliations.
• Conduct regular building inspections and maintain accurate risk management records.
• Follow HR procedures and support positive team wellbeing and development.
• Assist with incident reporting, ensuring timely communication with relevant parties.
• Flag potential lease breaches or unauthorised tenant activities to the Facilities Manager.
• Maintain sustainability reporting and ensure routine meter readings and data submissions are completed accurately.

Core Knowledge & Experience:

• Proven track record across Facilities Management.
• Understanding of Output Specifications and commercial management of performance-based contracts.
• Operate in a collegiate environment working closely with property and finance teams – team player.
• Monitor and cost control, budgeting and reporting across a series of buildings.
• Good understanding of occupier and relationship management with the ability to turn challenging relationships around to develop mutual respect and trust.
• Experience in networking and building harmonious relationships internally and externally.
• Experience of on-the-job training responsibility of others – coaching and mentoring others.
• Able to motivate, guide and inspire service partners to meet the required task and behavioural goals.
• Good working knowledge of current legislation relevant to the role.
• Good operational knowledge and management of CAFM – Meridian and E-Logbooks.
• IT skills (MS Word, Excel, PowerPoint, Outlook, Internet).
• Good verbal and communication skills.
• Ability to problem solve.
• Numerate.

Skills & Personal Qualities:

• Solution-focused, ability to logically establish the root cause of problems.
• Self-motivated and passionate with a genuine desire to help others.
• The ability to balance customer and business priorities.
• Good verbal and nonverbal communication skills, able to intuitively adapt communication approach.
• High self-awareness, able to regulate emotions especially in stressful situations.

Qualifications:

• IWFM Level 3 (certificate).
• H&S IOSH.
• Member of a professional body such as IWFM.
• AssocRICS.