Assistant Facilities Manager - Soft Services in Paisley

We are looking for a highly organised and proactive Assistant Facilities Manager to support the General Services Manager and act as the secondary point of contact for Sodexo on site, covering soft services (catering, cleaning, security). The role supports the smooth day‑to‑day running of the operation, including invoicing, purchase orders, payroll processing and general office support.

Key Responsibilities

• Support the General Services Manager in the day‑to‑day running of site services to ensure smooth operational performance.
• Manage and maintain client work orders, including updates, reporting and accurate service records.
• Allocate and coordinate work for cleaning and security teams in line with contract requirements, budgets and service standards.
• Process invoices, raise purchase orders and support general finance and administrative activities.
• Assist with payroll processing and maintain accurate employee and personnel records.
• Support month‑end reporting, including financial summaries and operational reporting.
• Maintain filing systems, including food safety records and HACCP documentation.
• Manage office supplies, PPE and approved ad‑hoc purchasing requests.
• Liaise with subcontractors to ensure services are delivered to required standards.
• Support compliance with health and safety, hygiene, fire, COSHH and site regulations.
• Ensure equipment is maintained in safe working order and report faults promptly.
• Act as point of contact for client queries in the absence of the General Services Manager.
• Deputise for the General Services Manager when required.
• Support senior management with reporting, administration and presentations as needed.
• Carry out additional reasonable duties to support operational requirements.
• Support cost control, including labour, expenses and purchasing within agreed budgets.
• Assist with financial reporting and monthly management information.
• Process card payments, maintain till systems and manage user records.
• Support financial reconciliation and month‑end processes.
• Support payroll administration and maintain accurate HR records and documentation.
• Maintain organisational charts and employee records.
• Support recruitment, induction, training and ongoing staff development.
• Ensure training records are accurate and up to date.
• Support employee relations queries and help resolve issues in a timely manner.
• Assist with team meetings and communication briefings.
• Support holiday planning and workforce scheduling to ensure adequate cover.
• Support delivery of contractual, financial and operational performance targets.
• Ensure compliance with all health, safety and statutory requirements.
• Support effective workforce planning and service delivery across site operations.
• Help maintain high standards of service delivery in line with company policies.

What We’re Looking For

• Experience in facilities operations, administration or people management.
• Strong organisational skills with the ability to manage multiple priorities.
• High attention to detail and accuracy.
• Strong communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Experience working in a compliance‑driven environment.
• Competent in Microsoft Office applications.
• Good understanding of business and administrative processes.
• Strong customer service approach.
• Experience working with internal systems (SAP experience desirable but not essential).

Benefits

• Unlimited access to an online platform offering wellbeing support.
• An extensive Employee Assistance Programme to help with everyday issues or life's larger problems.
• Access to a 24‑hour virtual GP Service.
• Sodexo Discounts Scheme offering great deals across popular high‑street retailers (also open to friends and family).
• Save for your future by becoming a member of the Pension Plan.
• Opportunities to enable colleagues to grow and succeed throughout their career at Sodexo, including a variety of learning and development tools.
• Bike to Work Scheme to help colleagues protect the environment while staying fit.
• Sodexo UK and Ireland's enhanced benefits and leave policies.

Equal Opportunities

We are committed to being an inclusive employer. We welcome and encourage applications from people with diverse backgrounds and identities. We are a disability confident leader, offering a disability confident interview scheme for candidates with disabilities who meet the minimum selection criteria. Sodexo reserves the right to close this advert early if we are in receipt of a high number of applications.