Assistant Estates Facilities Manager

Ashdown Phillips & Partners; London; On-site; GBP 30,000 - 45,000; Full time

Job summary

A leading company in facilities management is seeking a customer-facing professional to support the Estate Facilities Manager in London. The role involves key responsibilities such as managing tenant communication, supporting operations, and ensuring customer satisfaction. Ideal candidates will have experience in property management and demonstrate strong communication and administrative skills within a collaborative team environment.

Qualifications

• Experience in property management sector.
• Experience of administrative tasks.
• Good working knowledge of MS Office.

Responsibilities

• Support the management and operation of the Estate.
• Handle customer correspondence in a timely manner.
• Manage contractor relationships and ensure compliance with health & safety regulations.

Skills

Effective communication skills

Self-motivation

Customer service skills

Education

IOSH

Tools

MS Office

Job description

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Job Purpose

To provide administrative and operational support to the Estates Facilities Manager who has day to day responsibility for the management and operation of the Estate.

• Supporting the monitoring and management of budgets to ensure costs, quality standards and efficiencies are achieved to target.
• Develop a one team approach within the Estate to ensure we have a consistent and collaborative approach to the running of the Estate.
• Supporting the day-to-day operations of the Estate.

What we need:

A customer facing facilities professional to join our London team, leading on the management of the Estate.

The candidate should preferably have Managing Agent experience and a proven track record in the facilities industry allowing them to hit the ground running in a challenging environment. They must be willing to take a hands-on approach to getting things done. We pride ourselves on providing a brilliant service so time management, the ability to work under pressure, self-motivate and prioritise are an absolute must. We are offering a real opportunity to grow within a company with a reputation for promoting and growing talent, working with an impressive client base.

Key Accountabilities

Principal:

• To support the Estate Facilities Manager in the effective management and operation of the Estate.
• The Management of tenant liaison, local stakeholder communication and administration management, including invoicing procedure.

Account Reporting:

• To provide accurate and timely compilation of accounting, turnover and footfall data for the presentation of reports and documentation for the landlord and respective parties.

Customer Relations:

• To respond to all customer correspondence in a timely and efficient manner.
• To ensure that all situations are given the necessary degree of attention and immediacy to ensure positive retrieval of rectification of the problem or incident.

Contractors and Suppliers:

• To support the management and control of all contract staff, to include all approvals of hours of working, staffing levels and rotas.

Retail Relations:

• Foster positive working relationships with all occupiers and aid whenever necessary to resolve problems, answer queries and achieve elevated levels of customer satisfaction.
• Coordinate maintenance visits between contractors / tenants. Provide work permits for all works that are undertaken on site and ensure all required RAMS & PLI are obtained from relevant contractors.

Health & Safety And Environmental:

• In conjunction with other staff members to operate the Estate in compliance with all health & safety and environmental legislation and regulations, adhering to procedures laid down and working towards stated targets.
• To co-operate with Ashdown Phillips as far as is necessary to enable Ashdown Phillips to always comply fully and with its legal duties regarding health, safety, environmental and welfare matters.
• To familiarise yourself with Ashdown Phillips' health, safety, welfare, fire, and environmental arrangements.

Additional Responsibilities:

To assist the letting agents and other professionals / representatives appointed or representing the Client / Owner or Managing Agents in the execution of their transactions / tasks. This may include amongst others providing plans, communicating data, co-ordinating the site visits, entertaining prospective tenants, providing data including pedestrian footfall and undertaking any other reasonable tasks deemed necessary by Ashdown Phillips or the Clients / Owners from time to time and as required to achieve the investment objectives of the Estate.
Person Specification

These are the minimum key areas of knowledge, skills, and experience.

• Experience with the property management sector.
• Experience of administration tasks
• Friendly persona
• Effective communication skills
• Self-motivation with good diligence
• Experience of basic clerical duties and office procedures
• Good working knowledge of MS Office to a competent level within an office environment
• Can do attitude.
• The ability to see a task through to completion.
• Excellent customer service skills
• The ability to work as a team.
• Desirable Qualifications IOSH