Our client is seeking an experienced facilities professional to assist with overseeing the facilities operations at a luxury residential development in East London.
Job Description
The Assistant Facilities Manager supports the day-to-day management of the property, under the overall supervision of the Facilities Manager. The Assistant Facilities Manager will be expected to contribute to the running of the property as a whole.
This position coordinates of minor technical / mechanical work, keep/ update compliance reports, conduction cleaning/ housekeeping supervision activities/ audits that ensures the physical/ aesthetic aspects of the property, grounds, amenities, and common areas of the property meet the Company’s standards for cleanliness, appearance, safety, compliance and overall functionality.
Key Responsibilities
- Daily walk around/ inspections of common areas, basement and external fabric of building ensuring site is clean and safe for residents visitors and staff
- Tracks and follows the completion process of work orders generated from client requests for service, as well as preventative maintenance on the property by diagnosing the source or cause of the defect or problem, and making repairs in accordance with established policies, timelines, procedures, safety standards, and code requirements under the supervision of the Facilities Manager.
- Follows process by scheduling vendors and contractors as needed, obtaining needed supplies and materials, completing all maintenance tasks, and inspecting completed work per the established timelines and policies under the supervision of the Facilities Manager.
- Follows/performs the process of accessing and obtaining materials, supplies, equipment, tools, and other items from the property’s maintenance team by tracking inventory used, returning unused items to the established location, and ordering supplies under the supervision of the Facilities Manager.
- Performs the completion process for all inspections/ compliance by uploading and keeping up to date platforms required to complete all current inspections as well as any future property or unit inspections required by code, regulation, or policy.
- Completes documentation and other paperwork in a timely, accurate, and complete fashion so that service requests can be appropriately documented and tracked under the supervision of the Facilities Manager.
- Performs in maintaining the grounds, common areas, and amenities by ensuring clear off the rubbish and debris, pressure-washing Car Parking areas, terraces and building surroundings, performing general cleaning under the supervision of the Facilities Manager.
- Supports cost-cutting and expense control programs by fixing rather than replacing parts when possible, not being wasteful with materials and supplies, and practicing the correct use for tools and equipment.
- Accompany external contractors whilst on site in line with key management and access to accommodate policies and practice
- Keeps Key Management tracker updated and follows key management procedures/ protocol
- Coordinates Contractors/Suppliers executing minor works contract on site
- Attend and replace light bulbs and any other minor jobs as requested.
- Maintains adequate inventory of spare parts and maintenance materials and works with Cleaning Supervisor and site engineer.
- Manage to order supplies and tools as needed to stay within budgetary guidelines.
- Conducts Health & Safety inductions to contractors and external personnel
- Actions regular preventative maintenance plans (PPM), i.e. arrange access at the required intervals to ensure building, equipment and facilities life cycles are met as pe Facilities management direct guidance
- Records Contractors/Suppliers performance to standard and retain accurate records of their site operations including all relevant RAMS & Permits to Work
- Ensures all outstanding actions from all PPM reports are extracted, recorded and highlighted to Facilities Manager as part of the weekly/ monthly meeting reporting.
- Develops standards for the cleanliness and overall appearance of the property to ensure that they reflect and represent the high quality of the property, client’s and company’s standards.
- Periodically inspects work performed by other maintenance team members to assess effectiveness of policies and procedures and suggest/ develop corrective action plans as needed to The Facilities Manager.
- Record/ track weekly/ monthly check records from the M&E log book and uploaded to compliance platforms on the weekly/ monthly, respectively, basis.
Knowledge, Experience & Qualifications
- Facilities Management experience in a high rise residential environment (i.e. hotel or private residential block) or experience in a related building trades field consisting of repairs, refurbishing, cleaning, heating, and maintenance administration.
- Knowledge of computerised maintenance management systems, i.e. CAFM system desirable.
- Knowledge and experience of hard and soft facilities management (formal FM qualification desirable e.g. IWFM).
- Knowledge and experience of compiling facilities maintenance specifications and associated tender documents.
- Knowledge in all building repair trades, purchasing procedures and practices, decoration and repair procedures.
- Knowledge and understanding of Health and Safety risks including manual handling, worksite safety, chemicals, trip and fall hazards, fire / H&S risk Assessments
Jackson Sims Recruitment, specialists in Real Estate, covering Block & Estate Management, Property Management (AST), Build to Rent (BTR), Facilities Management, Concierge, PBSA and Financial & Accounting Services, operating in London and throughout the UK. Should you be a candidate or client working in Real Estate, we have a multitude of recruitment services that can be tailored to you.