At a Glance
- Tasks: Support daily operations and ensure high service standards across properties.
- Company: Join a diverse team in a leading facilities management company.
- Benefits: Competitive salary, career growth, and a supportive work environment.
- Other info: Dynamic role with opportunities for professional development and teamwork.
- Why this job: Make a real impact by ensuring safety and compliance in facilities management.
- Qualifications: 2+ years in facilities administration and strong organisational skills required.
The predicted salary is between 33750 - 41250 £ per year.
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: Serve as the main point of contact for daily helpdesk operations, logging, triaging, and allocating work orders to internal engineers and external contractors. Maintain CAFM/works management systems (e.g., Planon, Maximo, Elogbooks), ensuring job statuses, SLA tracking, and resolution details are accurately updated. Oversee site documentation, health & safety folders, and compliance records, ensuring all operational files are organized and audit-ready.
- Contract Support & Commercial Administration: Manage end-to-end commercial workflows: raising Purchase Orders (POs), verifying supplier/subcontractor invoices, and resolving billing queries. Monitor contractor performance against agreed SLAs/KPIs, ensuring scope of work aligns with contract terms. Assist with contract renewals, gather vendor quotes for minor works, and maintain accurate asset logs and lifecycle records.
- Compliance & Contractor Management: Coordinate external service providers on site, verifying RAMS (Risk Assessments and Method Statements), issuing Permits to Work, and ensuring safety adherence. Oversee planned preventative maintenance (PPM) schedules for statutory building systems (fire safety, L8/Legionella, emergency lighting, HVAC, and electrical distribution). Assist with regular site inspections, risk assessments, and building audits to identify maintenance requirements or safety hazards.
Key Qualifications & Experience
- Experience: 2+ years of experience in Facilities Administration, Contract Support, or an Assistant FM role within commercial or residential properties.
- Technical & System Skills: Proficiency in CAFM software (e.g., Maximo, Planon, Webcycle) and Microsoft Excel. Strong background in PO raising, invoicing, and SLA management.
- Certifications: IOSH Managing Safely or Health & Safety qualification is highly desirable.
- 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. 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.
Facilities Manager in City of London employer: Randstad UK
As an Operations Administrator with us, you'll enjoy a flexible home-working environment while being part of a dynamic team that plays a vital role in our business success. We prioritise employee growth and development, offering opportunities for recent graduates to kickstart their careers in a supportive culture that values collaboration and communication. With regular travel to various regional offices, you will experience diverse working environments and build connections across the company.
