Assistant Facilities Manager

Cobalt Recruitment; City Of London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A property management firm is seeking an Assistant Facilities Manager in London. This role involves supporting day-to-day operations across multiple office buildings, managing interaction with occupiers, and ensuring compliance and financial processes are followed. Ideal candidates will have strong administrative skills and a service-oriented mindset, making this an excellent opportunity for professional growth in a dynamic environment.

Qualifications

• Experience in facilities management or property services.
• Strong organizational skills with attention to detail.
• Ability to manage multiple tasks in a fast-paced environment.

Responsibilities

• Act as a first contact for occupiers and contractors.
• Coordinate contractors and manage compliance trackers.
• Support budget tracking and maintain the occupier handbook.

Skills

Strong administrative skills

Service-oriented mindset

Ability to engage with occupiers

Job description

Cobalt is working with a well-established property business to appoint an Assistant Facilities Manager to support the delivery of best-in‑class operations across three multi‑let office buildings within a major London estate.

This is a brilliant opportunity for someone with a strong administrative core, a service‑first mindset, and an appetite to grow in a fast‑paced, mixed‑use environment. Supporting a Facilities Manager and wider site team, you'll play a key part in day‑to‑day delivery – from occupier engagement and compliance tracking to service partner coordination and financial admin.

You'll become a go‑to presence for the buildings you support, helping to ensure that standards, service, and communication remain consistently high.

Key Responsibilities

• Acting as a first point of contact for occupiers and contractors across three commercial buildings
• Supporting with contractor coordination, permits to work, and site escorts
• Updating compliance trackers and ensuring planned audits are scheduled and documented
• Managing helpdesk activity and providing updates to customers and service teams
• Preparing meeting minutes and tracking actions to resolution
• Supporting budget tracking through raising POs, reviewing work in progress, and receipting invoices
• Maintaining the occupier handbook and ensuring up‑to‑