Assistant Facilities Manager

Experienced Assistant Facilities Manager to provide Facilities/Asset Management support and expertise for a PFI service to four schools in the West Midlands (Sandwell).

The position of Assistant Facilities Manager has been established to support the overseeing of Facilities management services on behalf of Pell Frischmann. The Assistant Facilities Manager will help establish strong relationships with the office management teams for each school and will work closely with the Facilities Manager and team to provide the specialist Facilities management services as outlined below:

Key Responsibilities:

• Management of Hard and Soft FM service contract provisions.
• Develop a good working relationship with Council (Client) schools Leadership Group and Business Managers to ensure the quality and timely delivery of FM services, Life cycle and repair & maintenance works, and to minimize disruption where possible.
• Support the Facilities Manager in developing and maintaining ongoing budgets and managing the on-site team. Regularly monitor service levels and take remedial action to ensure standards are maintained and continuously improved. Ensure that all supplier records/certificates are periodically reviewed and maintained up to date.
• Carry out PDR reviews on all direct reports (Cleaning and Caretaking staff).
• Make recommendations to FM for direct report staff training.
• Coordinate/Facilitate the provision of third-party activities.
• Oversee and participate in service level monitoring of all soft FM services within the schools.
• Day-to-day management of PF staff.
• Check that service levels are being maintained.
• Day-to-day liaison with the schools.
• Assist with the production of the monthly Service Monitoring Report.
• Attendance at/reporting to monthly progress meetings.
• Assist with the purchase of goods and materials.
• Management of specialist service/supply contracts.
• Compliance with PF management systems and procedures.

The role involves supervising and coordinating the delivery of small Capex projects while maintaining excellent customer service and communication skills, especially when liaising with both school and council client representatives. Familiarity with the nature and delivery of FM services under PFI contract terms and strong team-building and supervisory abilities are essential. You should also be confident in taking charge during daily crises and be hands-on when needed. A strong supervisory background is preferred, especially if you are looking to take the first step into Facilities Management. The role requires the ability to work in a busy school environment, as the four schools educate children between the ages of 5 and 12. Additionally, you should be capable of providing "last option" call-out services and hold a clean driving license.

Health & Safety:

• Ongoing H&S support ensuring compliance and the meeting of external audit timescales.
• Work with the Health and Safety team to ensure that all health and safety audits, fire and other evacuations are carried out regularly, the emergency plan and related site maps are continually updated, and that the Health and Safety registers are kept fully up to date.

Management of Hard and Soft FM service contract provisions:

• Oversee service contract providers responsible for the provision of hard and soft FM services, ensuring H&S compliance and the delivery of quality services to the office management teams.
• Regularly monitor service levels and take remedial action as applicable to ensure standards are maintained and continuously improved. Ensure that all supplier records/certificates are periodically reviewed and maintained up to date.
• Ensure that the annual assessment of customer satisfaction is carried out and that service improvements are identified, implemented, and the impact of their implementation assessed.
• Ensure that the fabric of the buildings, both externally and internally, is satisfactorily maintained and serviced. This will involve working closely with service providers and/or contractors and overseeing/monitoring FM works onsite.
• Liaise with FM, Health and Safety teams, and contractors to ensure quality service delivery.