Assistant Workplace Manager in Sheffield

Contract Length: 6 months

Location: Sheffield - 3 days in the office - 2 days at home

IR35: Inside

Minimum Requirement:

• Experience of building leases and building management responsibilities.
• Experience of project management.
• Experience and ability to effectively use digital CAFM and Reporting systems.
• Knowledge of AI.
• Knowledge of Facilities Management sector.
• Knowledge of Project Management.
• Knowledge of leases and delivering services into Landlord buildings.
• Knowledge of digital CAFM and reporting systems.

Role Purpose and Main Duties:

The Assistant Workplace Manager is a pivotal position within the Workplace Service Delivery Team, reporting to and supporting the Management of Supplier Performance and Contract Delivery. The three positions are to be based in the North East of England (at client buildings located within Manchester, Darlington and Sheffield) but will cover all of the client portfolio of sites-based in the North East.

The post-holder will:

• Support senior management team by monitoring supplier performance using the client IWFM digital reporting tools as appropriate (awareness training on the use of these reporting tools will be provided). The focus will be on managing about-to-breach work orders, work orders in backlog, PPM compliance and managing delay approvals.
• Be responsible for capturing and resolving customer issues and complaints from client organisations (via the client CRM Salesforce platform) or those arising from the helpdesk, escalating as necessary to workplace managers and wider client directorates to ensure timely action.
• Effectively support the management of client supply-chain partners to ensure service delivery standards and performance is in line with the expected standards, ultimately driving our great places to work agenda from the front. This will involve participation in the client Tier 1 governance meetings with suppliers and clients stakeholders.
• Work collaboratively with colleagues from other key areas within WSD (eg, the H&S, Security, Engineering, Sustainability, Social Value and H&S compliance teams) and will play a key part in ensuring client delivers the required levels of contractual and statutory compliance to our clients to ensure customer satisfaction.
• Track progress and escalate new and emerging operational risks to senior management team/s and maintain the region's Operational Risk Register.
• Support senior management team fulfil their contract management responsibilities by assisting with the management of all contract variations, risk notices and contract notices using the client data systems (Planon) and processes as required.
• Review and update, as required, contractual service details for each property via agreed variation/scheduling and commercial process; ensuring data accurately reflected on relevant systems.
• Support key functions across the region (eg, management of client/contract spend data, maintaining change control registers).
• Monitor and update contractual change control (CCR) registers, ensuring all contract variations, risk notices, contract notices and other contractual documentation is recorded accurately within the clients digital repositories.
• Monitor group email accounts.
• Assist with audit preparation and tracking progress against agreed actions.
• Participate in client supplier self-audits, tracking progress against agreed actions and remedial work orders logged on the client Helpdesk.
• Track progress and escalating new and emerging operational risks to senior management team/s.
• Support the financial approvals (billable works submissions) across own and wider region to ensure contractual payment requirements are fully met.

The candidate will be:

• An experienced property and/or workplace service management professional with knowledge of asset management, client management, contract management and customer excellence.
• An experienced supplier management background covering all aspects of facilities management (ie, Soft FM, Maintenance and Physical Security services).
• Analytical mind-set with the ability to assimilate a wide range of data sources to inform decision making.
• Effective at using data to inform decision-making to drive value and contractual/statutory compliance.
• Excellent interpersonal, communication and presentational and team working skills.
• An ability to perform under pressure and to self-prioritise to ensure milestones and deadlines.