Assistant Facilities Manager

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Job Title

Assistant Facilities Manager

Office Location

London

Department

Operations

Operations is one of the firm’s support departments and is responsible for the delivery of operational facilities services and the operation and maintenance of our real estate assets.

Working Hours

35 hours per week, 9:30am to 5:30pm but additional hours may be required.  We are happy to consider agile and flexible working patterns. Our approach to hybrid working allows for up to 40% of time working from home and 60% working in the office, please contact a member of the recruitment team to discuss further.

Role Overview

To coordinate all administrative support to the Global Operations Director and the Office Services Managers and support the Facilities function for the UK.

Key Responsibilities

Specific duties or responsibilities may be reviewed from time to time to reflect changes in personnel and management structure, staff location or services. All members of the firm participate in our Responsible Business program.

Assistant Facilities Manager, the post-holder will be responsible for:

• Acting as a point of contact for Operations and Office Services for internal and external communications and distribution of requests to appropriate persons.

• Processing invoices on the online finance system, Chrome River and dealing with general invoicing queries; Raise PO’s for various suppliers using the PO database and updating the PO tracker.

• Managing the new starter and leaver processes for third party contractors; requesting logins, mailboxes and technology equipment where needed and extending accounts when needed.

• Coordination of contractor visits, ensuring appropriate documentation, permits, risk assessments and method statements are received and maintained.

• Coordinator for the CEO flat in London including  paying bills and dealing with any post in the CEO absence.

• Assisting to manage various facilities contracts including: general stationery, interior and exterior plans and landscape gardeners, taxis; workstation assessments and eye vouchers.

• Monitor KPIs and SLAs for third party contractors ensuring they are achieving contractual obligations and aiming for continual improvement.

• Supporting Procurement team in the compilation of RFPs, supplier evaluations and onboarding for facilities contracts.

• Manage the workstation equipment requests including ordering equipment and recording requests.

• Understanding of various types of ergonomic equipment and  regular equipment requests.

• The department’s main publisher for the HLC Global intranet site, ensuring all relevant information is kept up to date.

• Organising departmental events including offsite team days.

• Taking part in the new starter inductions, presenting on facilities and safety arrangements.

• Supporting sustainability initiatives including supplier reporting, waste management programmes and environmental performance data gathering.

• Support with maintaining the Firms ISO 14001 standard.

• Support with office moves including with the offices and to new locations.

• Assisting with compliance including documentation, audits, inspections.

Skills & Experience

Essential

• Excellent administrative and organisational abilities.

• Ability to assist with managing contracts, reviewing budgets and standards.

• Excellent written and verbal communication skills.

• Ability to use Microsoft Outlook, Word, Excel and PowerPoint to a high standard.

• Strong interpersonal skills with the ability to work well within a team and deal with people at all levels.

• Problem solving skills, including the ability to deal with difficult situations and challenging demands.

• Experience of managing suppliers.

• Demonstrable experience in a similar role and level of responsibility.

• Keenly developed sense of what constitutes  excellent customer service.

• Experience working in Facilities or Office Services departments.

General Attributes

Essential

• Attention to detail.

• A client focussed approach with a ‘can do’ attitude.

• The ability to manage expectations.

• Resilient character, able to take the rough with the smooth and work calmly under pressure.

• Flexible and enthusiastic.

• Diplomatic.

**Equal Opportunities Employment & Agile Working Stat…