Assistant Facilities Manager in City of London

Purpose of the Role

The purpose of the role is to support the effective day-to-day management of facilities services for Brit Group, reporting to the on-site Facilities Manager. The role is responsible for operational delivery, compliance, service partner performance, and the supervision and first-line management of on-site staff. The postholder will act as deputy for the Facilities Manager when required and maintain high standards of customer service for internal and external stakeholders.

Key Responsibilities

• Support the Facilities Manager with the day-to-day management of facilities services and take ownership of agreed operational workstreams.
• Act as deputy for the Facilities Manager during periods of absence, escalating material risks, incidents and decisions outside delegated authority.
• Provide first-line supervision and day-to-day management of on-site staff, including allocating work, setting priorities, monitoring standards and providing practical guidance.
• Conduct regular team briefings and one-to-one discussions, support induction and training, and address attendance, conduct or performance concerns in line with company procedures and with support from the Facilities Manager or HR where required.
• Promote a positive, customer-focused and safety-conscious working culture, ensuring staff understand their responsibilities and expected service standards.
• Provide support and advice to the business on facilities management matters and act as an initial escalation point for service issues.
• Monitor helpdesk activity, service requests and planned works, ensuring actions are assigned, progressed and closed within agreed timescales.
• Ensure managed contracts remain compliant by reviewing and uploading documentation to DataStation and other relevant systems.
• Track and support the closure of actions arising from compliance documentation, risk assessments and health and safety audits.
• Obtain quotations and instruct remedial works within delegated authority, securing Facilities Manager approval where required and monitoring works through to completion.
• Develop a detailed understanding of the client supply chain process, management agreement, scope of services, and relevant Savills and client policies and procedures.
• Assist with monitoring service provider performance against contractual KPIs and service standards, challenging shortfalls and following up corrective actions.
• Support the preparation, monitoring and reporting of operational budgets, commitments and expenditure, highlighting variances and risks to the Facilities Manager.
• Maintain accurate facilities management data on Savills and client systems, including Proactis, DataStation, Compass and eLogbooks.
• Raise and monitor purchase orders and contract orders, ensuring approvals, supporting records and invoice information are complete and accurate.
• Maintain client portals, statutory records and key operational documents, including tenant handbooks, emergency plans and hazardous waste registers.
• Coordinate facilities arrangements for new starters, including equipment, access passes, workplace readiness and relevant systems access.
• Prepare and present regular management information, including compliance, purchase order, helpdesk and service performance data.
• Support incident response, business continuity activities, audits, inspections, contractor control and planned maintenance activities as required.
• Undertake other reasonable duties consistent with the level and responsibilities of the role.

Skills, Knowledge and Experience

Essential

• At least 2 years' experience in facilities management coordination, workplace operations, property management or a similar operational role.
• Experience of supervising staff, allocating work or coordinating an on-site operational team.
• A practical understanding of first-line management responsibilities, including team communication, induction, coaching, attendance and performance support.
• General education to GCSE standard, including English and Mathematics at grade A-C/4-9, or an equivalent standard.
• Good working knowledge of facilities management operations, customer service and service partner coordination.
• Awareness of health and safety legislation, statutory compliance and safe systems of work relevant to facilities management.
• Strong organisational and time management skills, with the ability to prioritise competing demands and remain calm under pressure.
• Confident written and verbal communication skills, including the ability to engage with staff, senior stakeholders, contractors and service partners.
• Ability to handle confidential and sensitive information appropriately.
• Good attention to detail and the ability to maintain accurate records, management information and audit trails.
• A collaborative, reliable and professional approach, with a commitment to high standards of customer service.
• Willingness to undertake training and continued professional development.

Desirable

• An IWFM qualification, or working towards a recognised facilities management or leadership qualification.
• Experience of acting as deputy for a Facilities Manager or taking ownership of defined facilities workstreams.
• Experience of contractor management, compliance systems, purchase orders and operational budget monitoring.
• Proficiency in Microsoft Word, Excel, PowerPoint and Outlook.
• Experience using facilities and property management systems such as Proactis, DataStation, Compass, eLogbooks or comparable platforms.
• Experience of supporting audits, risk assessments, incident management or business continuity activities.
• Experience of working in a corporate, insurance or other high-profile client environment.

Working Hours - 09:00 - 17:30