Job Title: Assistant Facilities Manager
Location: On-site
Sector: Facilities Management
The Assistant Facilities Manager (AFM) plays a critical operational and administrative role in maintaining high service standards across the property portfolio. Combining hands-on facilities support, contract administration, and financial tracking, this role supports the Facilities Manager in delivering daily site operations, supervising contractors, maintaining statutory compliance, and providing contract support (including PO raising, invoicing, and SLA monitoring).
Key Responsibilities
Operational & Administrative Support
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Serve as the main point of contact for daily helpdesk operations, logging, triaging, and allocating work orders to internal engineers and external contractors.
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Maintain CAFM/works management systems (e.g., Planon, Maximo, Elogbooks), ensuring job statuses, SLA tracking, and resolution details are accurately updated.
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Oversee site documentation, health & safety folders, and compliance records, ensuring all operational files are organized and audit-ready.
Contract Support & Commercial Administration
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Manage end-to-end commercial workflows: raising Purchase Orders (POs), verifying supplier/subcontractor invoices, and resolving billing queries.
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Monitor contractor performance against agreed SLAs/KPIs, ensuring scope of work aligns with contract terms.
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Assist with contract renewals, gather vendor quotes for minor works, and maintain accurate asset logs and lifecycle records.
Compliance & Contractor Management
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Coordinate external service providers on site, verifying RAMS (Risk Assessments and Method Statements), issuing Permits to Work, and ensuring safety adherence.
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Oversee planned preventative maintenance (PPM) schedules for statutory building systems (fire safety, L8/Legionella, emergency lighting, HVAC, and electrical distribution).
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Assist with regular site inspections, risk assessments, and building audits to identify maintenance requirements or safety hazards.
Key Qualifications & Experience
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Experience: 2+ years of experience in Facilities Administration, Contract Support, or an Assistant FM role within commercial or residential properties.
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Technical & System Skills: Proficiency in CAFM software (e.g., Maximo, Planon, Webcycle) and Microsoft Excel. Strong background in PO raising, invoicing, and SLA management.
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Certifications: IOSH Managing Safely or Health & Safety qualification is highly desirable.
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Key Attributes: Excellent organizational skills, strong verbal and written communication, and the ability to multitask effectively under tight deadlines
Randstad CPE values diversity and promotes equality. No terminology in this advert is intended to discriminate against any of the protected characteristics that fall under the Equality Act 2010. We encourage and welcome applications from all sections of society and are more than happy to discuss reasonable adjustments and/or additional arrangements as required to support your application.
Candidates must be eligible to live and work in the UK.
For the purposes of the Conduct Regulations 2003, when advertising permanent vacancies we are acting as an Employment Agency, and when advertising temporary/contract vacancies we are acting as an Employment Business.
Assistant Facilities Manager in London employer: Randstad Construction & Property Careers
As a leading employer in the marine civil engineering sector, we offer our Site Managers a dynamic work environment at a regional port, where every day presents new challenges and opportunities for professional growth. Our commitment to employee development is reflected in our comprehensive training programmes and supportive work culture, ensuring that you can thrive while contributing to impactful projects in a live maritime facility. With competitive rates and a focus on safety and innovation, we provide a rewarding career path for those looking to make a difference in the industry.
Contact Details:
Randstad Construction & Property Careers Recruitment Team
