Assistant Facilities Manager

Construction, Property and Engineering; Greater London; On-site; GBP 28,000 - 42,000; Full time

Job summary

Randstad CPE is seeking an Assistant Facilities Manager to support daily site operations across the property portfolio. You will handle helpdesk, oversee CAFM systems, and assist with contract administration and compliance tasks.

The role requires 2+ years in facilities administration, strong Excel and PO/invoicing experience, and familiarity with plans like Planon/Maximo. On-site UK-based position.

Qualifications

• 2+ years of experience in Facilities Administration, Contract Support, or an Assistant FM role within commercial or residential properties.
• Proficiency in CAFM software (e.g., Maximo, Planon, Webcycle) and Microsoft Excel. Strong background in PO raising, invoicing, and SLA management.
• IOSH Managing Safely or Health & Safety qualification is highly desirable.
• Excellent organizational skills, strong verbal and written communication, and the ability to multitask effectively under tight deadlines.

Responsibilities

• Serve as the main point of contact for daily helpdesk operations, logging, triaging, and allocating work orders to internal engineers and external contractors.
• Maintain CAFM/works management systems (e.g., Planon, Maximo, Elogbooks), ensuring job statuses, SLA tracking, and resolution details are accurately updated.
• Oversee site documentation, health & safety folders, and compliance records, ensuring all operational files are organized and audit-ready.

Skills

CAFM software

Excel

PO raising

SLA management

Communication skills

Tools

Planon

Maximo

Webcycle

Job description

Job Title: Assistant Facilities Manager

Location: On-site

Sector: Facilities Management

The Assistant Facilities Manager (AFM) plays a critical operational and administrative role in maintaining high service standards across the property portfolio. Combining hands-on facilities support, contract administration, and financial tracking, this role supports the Facilities Manager in delivering daily site operations, supervising contractors, maintaining statutory compliance, and providing contract support (including PO raising, invoicing, and SLA monitoring).

Key Responsibilities

Operational & Administrative Support

• Serve as the main point of contact for daily helpdesk operations, logging, triaging, and allocating work orders to internal engineers and external contractors.
• Maintain CAFM/works management systems (e.g., Planon, Maximo, Elogbooks), ensuring job statuses, SLA tracking, and resolution details are accurately updated.
• Oversee site documentation, health & safety folders, and compliance records, ensuring all operational files are organized and audit-ready.

Contract Support & Commercial Administration

• Manage end-to-end commercial workflows: raising Purchase Orders (POs), verifying supplier/subcontractor invoices, and resolving billing queries.
• Monitor contractor performance against agreed SLAs/KPIs, ensuring scope of work aligns with contract terms.
• Assist with contract renewals, gather vendor quotes for minor works, and maintain accurate asset logs and lifecycle records.

Compliance & Contractor Management

• Coordinate external service providers on site, verifying RAMS (Risk Assessments and Method Statements), issuing Permits to Work, and ensuring safety adherence.
• Oversee planned preventative maintenance (PPM) schedules for statutory building systems (fire safety, L8/Legionella, emergency lighting, HVAC, and electrical distribution).
• Assist with regular site inspections, risk assessments, and building audits to identify maintenance requirements or safety hazards.

Key Qualifications & Experience

• Experience: 2+ years of experience in Facilities Administration, Contract Support, or an Assistant FM role within commercial or residential properties.
• Technical & System Skills: Proficiency in CAFM software (e.g., Maximo, Planon, Webcycle) and Microsoft Excel. Strong background in PO raising, invoicing, and SLA management.
• Certifications: IOSH Managing Safely or Health & Safety qualification is highly desirable.
• Key Attributes: Excellent organizational skills, strong verbal and written communication, and the ability to multitask effectively under tight deadlines

Randstad CPE values diversity and promotes equality. No terminology in this advert is intended to discriminate against any of the protected characteristics that fall under the Equality Act 2010. We encourage and welcome applications from all sections of society and are more than happy to discuss reasonable adjustments and/or additional arrangements as required to support your application.

Candidates must be eligible to live and work in the UK.

For the purposes of the Conduct Regulations 2003, when advertising permanent vacancies we are acting as an Employment Agency, and when advertising temporary/contract vacancies we are acting as an Employment Business.