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, 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’s expectations
• Build and develop effective relationships with key stakeholders &/or client and be comfortable working across all levels
• Monitor procedures to ensure client’s 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 vender monthly KPI meetings and fall out 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 PO’s 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 recovering 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