Assistant Facilities Manager in Sittingbourne

MAPP is the UK’s leading specialist in commercial property and asset management, with over £30bn+ of property under management for a variety of UK and overseas Fund Managers, REITs and other property owners. MAPP believes that property management can be a force for good. That’s why we make buildings work, not just for profit, but for people and the planet too.

This role supports the day to day operation of Kent Science Park as part of the Facilities Management team by taking responsibility for core Facilities Management tasks. The role offers potential future growth into a more senior Facilities Management position.

• In partnership with the Building Consultancy Team where appropriate, support the completion of planned works, commission Long Term Asset Replacement Plans, permit to work systems, monitor PPMs to ensure the building is managed proactively, responsibly and that the service charge budget and property plans are fully aligned ensuring compliance with CDM Regulations and appropriate communication with client and occupiers.
• Monitoring statutory and internal compliance, instructing audits, assessments and specialist advice, aligning with service partners for control documents, log books and online management systems which form MAPP’s control environment including meeting MAPP policies and procedures, RICS and ISO standards and any statutory and insurance timelines and escalation requirements.
• Manage contractor and supplier performance including service delivery and financial, ensuring best value and efficiencies using the relevant tools and reporting as required as well support the Procurement team with tender programmes and contractor performance reviews.
• Ensure emergency preparedness and site security plans are in place and scenario testing and appropriately support any emergency response requirements including out of hours.
• Engage with occupiers including implementation of Customer Experience frameworks for the buildings to improve occupier satisfaction and retention, occupier forums and meetings and placemaking and V2 initiatives.
• Prepare service charge budgets, including explanatory guides and analyse and monitor year end and monthly service charge expenditure, including monitoring outgoing costs and budgetary control in accordance with RICS guidance and investigate, report or address any outstanding positions and backlogs.
• Manage all allocated sites including regularly inspecting and recording your properties, appropriately monitor, report on, support and feedback to site teams and sample auditing your teams for condition, standards, and occupier compliance with covenants.
• In partnership with the Sustainability Team, develop and implement sustainability action plans, monitor resource consumption, improve recycling and reduce carbon emissions and waste.
• To provide administrative support to the Facilities management team and Site Director.
• Implement data collation services, technology and equipment to support site including environmental management plans, invoice management and approval, risk management systems and utility metre readings.
• Authorise and Review supplier payments including preparation and submission of funding requests to client.
• Assist and complete various client and management reports as well as presenting said reports including Monthly, Quarterly and Management or Ad Hoc adhering to any legislative requirements including sustainability and health and safety.
• Effective PC skills, including working knowledge of Microsoft packages.
• Proactive, flexible attitude to changes in the company, IT systems and the role.

• Exhibition of MAPP Values: Avoid Ambiguity, Appreciative, Adventurous, Authentic and Accountable.
• Self Management including showing initiative, being proactive and meeting deadlines.
• Engaging with the Big Picture.
• Great service delivery including working in partnership with internal and external individuals and good communicating in written and verbally.
• Achieving Results and Prioritising Work.
• A good awareness of Health and Safety legislation and knowledge of environmental protection requirements.
• Innovative Solutions and Problem Solving.
• Developing Self and Others and willing to Learn.