Assistant Facilities Manager

JR United Kingdom; London; On-site; GBP 30,000 - 50,000; Full time

Job summary

An established industry player is seeking a proactive Assistant Facilities Manager to enhance workplace efficiency and customer satisfaction. This full-time, site-based role near Bond Street, London, offers an opportunity to manage vendor relationships, oversee compliance, and support internal projects. You will play a vital role in maintaining a professional environment, ensuring operational excellence through effective communication and problem-solving. If you thrive in a fast-paced setting and are eager to contribute to a dynamic team, this position is perfect for you.

Qualifications

• Experience in corporate settings, particularly in financial or legal firms.
• Ability to manage vendors and supply chain relationships effectively.

Responsibilities

• Conduct regular workplace inspections to ensure cleanliness and functionality.
• Assist with onboarding and office space planning for new employees.

Skills

Vendor Management

Project Management

Communication Skills

Problem-Solving

Attention to Detail

Adaptability

Organizational Skills

Tools

AutoCAD

Corrigo CAFM system

Job description

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We are looking for a proactive and adaptable Assistant Facilities Manager with experience working in corporate settings, ideally within financial or legal firms. This is a full-time, site-based role located near Bond Street, London, with a requirement to be available for on-call support on a rota basis (Alternating weekly shifts: one week from 7:00 AM to 3:30 PM, followed by the next week from 9:30 AM to 6:00 PM)

Please note, this is an initial 3-6-month contract with the potential to become a permanent position.

Role Overview

Act as a central point of contact for colleagues, clients, and key stakeholders, fostering a welcoming, professional, and efficient workplace environment. You will be responsible for supporting minor moves and internal projects, handling enquiries, performing facilities inspections, and assisting in the coordination of supply chain partners and vendors.

Ensure a consistently high level of customer satisfaction by delivering a proactive, high-quality service. Effectively address concerns and communicate outcomes clearly. This role plays a vital part in enhancing the FM service and overall customer experience through active management of daily tasks, projects, and issue resolution.

Key Responsibilities

• Workplace Inspections & Floor Walks: Regularly inspect office and meeting areas to ensure they are clean, functional, and well-maintained.
• Issue Reporting & Reactive Maintenance: Identify and report faults with furniture, fixtures, or equipment via the CAFM system, ensuring timely resolution in collaboration with facilities teams.
• Onboarding Support: Assist with office space planning and setup for new joiners, including updating seating charts, facilitating floor plan adjustments, and organising furniture relocations.
• Project Management: Manage a variety of tasks and small projects, ensuring delivery within set deadlines and budgets.
• Administration: Provide accurate reporting and use financial tools to offer insights to both the Client and internal teams.
• Vendor Management: Engage with vendors and building management regularly to ensure operational excellence and continuous service improvement. Review quotes, verify work quality, and ensure timely payment.
• Vendor Coordination: Oversee on-site vendor activity, ensuring correct documentation, contract compliance, and adherence to safety procedures. Escort vendors into restricted areas as necessary.
• Compliance Oversight: Ensure services align with client standards and contractual obligations. Conduct quality audits across hard and soft services.
• Deputising: Step in for the Account Manager when needed, maintaining continuity in service and leadership.
• Proven adaptability to shifting priorities and environments
• Experience managing vendors and supply chain relationships
• Ability to thrive in a fast-paced, professional workplace
• Resilience in the face of challenges and setbacks
• Clear and confident communication skills
• Effective team player with collaborative mindset
• Proactive approach to process improvement and problem-solving
• Strong attention to detail and accuracy
• Skilled in identifying and resolving issues efficiently
• Ability to build strong working relationships
• Excellent organisational and time management abilities
• Professional demeanor with a strong sense of responsibility and integrity
• Maintains a positive, solution-oriented attitude
• Desirable: Experience with AutoCAD and Corrigo CAFM system

People Group is an equal opportunity employer. We embrace diversity and are committed to promoting an inclusive environment for both our clients and employees”.

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