Assistant Facilities Manager FTC - Hampshire House, Southampton Demised & Occupier FM · Hampshi[...]

Purpose of the Role

We are seeking a highly organised and experienced Assistant Facilities Manager will be responsible for managing the day-to-day operations of x2 sites within Southampton, ensuring compliance with safety regulations, coordinating maintenance and contractor maintenance. The ideal candidate will possess a strong background in facilities management, excellent problem-solving skills, and the ability to ensure that all services are delivered efficiently.

Key Responsibilities

FM Tasks & Responsibilities

• Reporting to the London Senior Building Manager.
• Oversee the daily operations and maintenance of two facilities within Southampton (Hampshire & Labs), ensuring smooth and efficient operations, when needed supporting the Smaller Sites; Liverpool, Bristol, Glasgow, Newcastle as requested.
• Manage both soft and hard service contractors, ensuring timely and effective delivery of services in accordance with contracts.
• Source, negotiate, and manage relationships with vendors and service providers, ensuring high-quality services at competitive rates.
• Develop and implement a preventive maintenance program to extend the lifespan of equipment and building infrastructure.
• Oversee the overall maintenance and operations of company buildings and facilities.
• Organise and coordinate facility maintenance and improvement works, including overseeing PPMS and managing small-scale projects.
• Conduct regular audits to ensure adherence to safety, operational, and regulatory standards. Ensure KPIs are consistently met and operational standards are maintained.
• Following any risk assessments, ensure actions are completed, recorded, and updated in Datastation or other client systems.
• Ensure we maintain 95% and above compliance.
• Prepare and submit regular reports to the Facilities Management; ‘Weekly & Monthly Report’.
• Report on Waste and Utility Data monthly, tracking the information.
• Raise Purchase Orders through Proactis and client portals (e.g., BYD) for relevant goods and services as required.
• Responsible for Budget Management and collation of the Service Charge.
• Build and maintain strong relationships with key stakeholders at the site level and across the business to support efficient facility operations.
• Implement sustainability practices, including energy-efficient systems and waste management initiatives.
• Coordinate emergency response plans (e.g., fire drills, evacuation procedures) support onsite team with any H&S matters, audits or actions raised via Protec.
• Be on-call to respond to emergencies, such as water leaks, electrical failures, or other facility-related issues, ensuring timely resolutions to minimise downtime.
• Attend the Labs weekly to review ongoing actions, ensure compliance, and provide operational FM support as needed.
• Hold a fortnightly call with the Labs team, ensuring all actions, risks, and outstanding tasks are clearly tracked and progressed.
• Attend the London office monthly to build relationships with the wider FM team, ensuring alignment on service standards, communications, and operational consistency.
• Responsible for organising, attending, Client Meetings; Bronze calls, ensuring all actions arising from the meetings are captured and completed.
• Perform any other reasonable requests or ad hoc duties as assigned to support the facilities management function.

Front of House & Site Support

• Provide Front of House cover from 07:30–09:00 each morning prior to the Receptionist’s start time, and provide lunch cover daily.
• Support Reception where required during periods of annual leave, sickness, or peak activity to ensure seamless service delivery.
• Maintain a professional, welcoming environment for all visitors, contractors, and staff, ensuring high standards of customer service.

Skills, Knowledge and Experience

Essential

• General Education to GCSE standard with an A-C grade in English & Maths or equivalent standard
• Ability to work in a team or alone
• Excellent communication skills
• Ability to deal with confidential information.
• Good organisational and time management skills with the ability to prioritise workload and multitask in a calm and professional manner.
• Able to work under pressure to deadlines.

Desirable

• Proven experience in facilities management or a similar role.
• Strong understanding of contractor management, maintenance, and project management.
• Proficiency in using facilities management software (e.g., Savills Datastation, Proactis, BYD).
• Excellent organisational and multitasking skills, with the ability to manage multiple tasks simultaneously.
• Knowledge of budgeting and financial management related to facilities operations.
• Ability to work flexibly, with occasional support required for reception cover or additional duties.
• Proficient in a full range of Microsoft applications inc. Word, Excel, PowerPoint, Access Outlook.
• Experience working within a Facilities Management team.
• Understanding of Health & Safety Legislation.
• IOSH

Benefits

• Competitive salary and benefits package.
• Opportunities for professional development and growth.
• A supportive and collaborative work environment.

Working Hours

Working Hours - 4 month FTC Maternity Cover - 08:00-16:30

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Please see our Benefits Booklet for more information.