Assistant Facilities Manager

The Assistant Facilities Manager will assist the UK Lead Facilities Manager in supporting the UK portfolio, leading a team and vendor group to manage the tactical delivery for the assigned property/facility and be the on-site key point of contact for the key stakeholders &/or client in the absence of the Lead Facilities Manager. The responsibilities will include site budgets, accounting and finance, maintenance planning and operations, and contract services.

What this job involves:

People Management

• Help manage and coach team
• Assist in developing and sustain a high-quality well motivated team
• Ensure high staff morale, trust and work ethics
• Actively support an environment that supports teamwork, co-operation and performance excellence within team
• Assist in mentoring and enabling Training & Development of team members

Client/Stakeholder Management

• Deliver excellent customer service to meet on-site client expectations
• Build and develop effective relationships with key stakeholders &/or client and be comfortable working across all levels
• Monitor procedures to ensure client expectations are conveyed and worked upon

Procurement & Vendor Management

• Support vendors including hard and soft skills to deliver services on time and within budget
• Support vendor procurement processes in accordance with agreed client procurement guidelines as well as procurement best practices
• Chair vendor monthly KPI meetings and follow up on actions

Contracts Management

• Ensure that all contracts are professionally delivered at the right cost and in line with the Code of Ethics
• Support in monitoring expiry of contracts and initiate re-procurement if needed
• Continually assess contracts to ensure best value delivered to the client

Finance Management / Cost Control / Profitability

• Assist in ensuring that the site’s financial operations are meeting targets and control requirements
• Assist and monitor financial processes to ensure account payable procedures are followed at all times
• Responsible for all EMEA operational financial processes, raising POs and invoicing
• Ensure prompt and accurate management of purchase orders in the financial management platform (JDE)

Health & Safety Management

• Implement and manage safety procedures to ensure the provision of a safe working environment
• Ensure compliance with statutory regulations on fire, health and safety standards

Site Operations Management

• Implement Industry Best Practice operations
• Support EMEA Facilities Manager located in Paris and the EMEA portfolio
• Assist and monitor to ensure all building procedures and performance measures are always maintained
• Ensure all Critical Environment (CEM) requirements are met
• Seek ways to reduce costs and improve operational standards
• 24/7 emergency call support and site attendance may be required
• Conduct site inspections, assessments, regular audits and carry out safety procedures as well as all building procedures and performance measures

Risk Management

• Assist in the implementation and management of a property risk management program
• Support the implementation and monitoring of disaster recovery and business continuity plans
• Follow established escalation procedures and incident reporting procedures
• Adhere to business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies

Key Skills

• Experienced in facilities, property management, hospitality or related field
• Able to demonstrate knowledge of local health and occupational safety requirements
• Experienced in dealing with critical facilities and vendor management for specialized services
• Highly experienced in budget management and financial analysis
• Strong communicator with the confidence to communicate at all levels
• You are keen to develop within the workplace, spending time supporting a multidisciplinary team gaining knowledge and expertise
• You work collaboratively as part of a team to solve problems with professionalism and service-focused approach
• You keep up to date with industry trends and have direct experience or an interest in facilities management and customer service
• You strive for excellence in what you do and share ideas for improvement
• You are familiar with computer equipment and programs (Word, Excel and Outlook)
• You are adaptable to work to requests and projects that may vary from day to day

For more information please contact Tom Glover at Morson Talent