Assistant Facilities Manager (Site Based, London East)

We are seeking an Assistant Facilities Manager whose primary place of work will be Cannon Workshops E14 4AS with attendance at Bow Wharf E3 5RD required once per week.

This is a varied and hands‑on role, providing support across all aspects of estate and facilities management. The successful candidate will be responsible for maintaining accurate estate records, coordinating contractors, monitoring compliance activities, processing invoices, supporting tenants, and assisting with the day‑to‑day operation of the estates.

Working closely with the Building Manager, Facilities Manager, Property Surveyor, contractors and occupiers, you will help ensure maintenance and compliance activities are delivered efficiently, records remain up to date, and a high standard of service is provided to tenants. The role also includes providing cover for the Estate Manager during periods of absence and supporting the wider team as required.

Key Responsibilities

• Maintain accurate and up‑to‑date tenant information within the Vantify system.
• Conduct monthly estate audits and vacant unit inspections, recording and uploading findings to Vantify.
• Monitor, track and close actions arising from estate audits.
• Liaise with Facilities Managers and Surveyors to resolve audit‑related issues and ensure actions are completed within agreed timescales.
• Prepare and upload monthly reports detailing tenant movements and associated compliance information.

Facilities & Contractor Coordination

• Raise reactive maintenance requests, emergency repairs and contractor quotation requests through Vantify.
• Monitor work progress and liaise with contractors and Facilities Managers to ensure timely completion.
• Prepare and issue weekly work schedules and task lists for the M&E Engineer.
• Coordinate six‑monthly fire evacuation drills and maintain accurate attendance records.

Utilities Management

• Submit Change of Tenancy requests.
• Process and code supplier invoices within the document management system.
• Obtain purchase order numbers and assist with invoice-related queries where required.

Team Support & Compliance

• Complete mandatory training within required deadlines.
• Attend team meetings and contribute to operational discussions.
• Provide administrative and operational support to the Estate Manager and wider property team.
• Assist with additional duties and projects as required.

Key Requirements

• Previous experience within facilities management, property management, building management, or a similar support role.
• Strong organisational skills with the ability to manage multiple tasks and competing deadlines.
• Experience using facilities, property, invoice processing or document management systems.
• Experience processing invoices and resolving coding or accounting queries.
• Excellent attention to detail and a high level of accuracy.
• Strong communication and stakeholder management skills, with the ability to build effective relationships with tenants, contractors and colleagues.
• Proficiency in Microsoft Office applications, particularly Excel, Outlook and Teams.
• Ability to work independently, prioritise workload and take ownership of tasks.
• A proactive approach to problem‑solving and seeing issues through to resolution.
• Flexible and adaptable, with the ability to provide cover during periods of management absence.

Desirable Knowledge, Skills and Experience

• Experience using Vantify and Invu.
• Knowledge of property compliance requirements and facilities management practices.
• Understanding of health and safety obligations within a property management environment.

We understand the value that a diverse and inclusive working environment brings to Lambert Smith Hampton. We celebrate the different perspectives and insights that people can bring through their cultures and backgrounds. We are committed to equal employment opportunity regardless of race, colour, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or any other protected characteristic.

We want to ensure that your application can be considered for all relevant roles across the Lambert Smith Hampton group of companies, including subsidiary and affiliate companies. We believe that this will ensure that talented people interested in developing their career with us will be considered for the widest range of opportunities that we can provide and will also receive the best candidate experience.

By submitting your application, you acknowledge that your personal data may be shared with other Lambert Smith Hampton Group subsidiary and affiliate companies in support of this objective. All data will be handled in accordance with applicable data protection legislation and our Privacy Policy, which can be found here: Privacy Policy | LSH

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