Assistant Facilities Manager

IWFM; Newport; Hybrid; GBP 32,000 - 45,000; Full time

Job summary

CBRE in Newport is seeking an Assistant Facilities Manager to deliver a comprehensive FM service across the site. You will support the Contract Manager, coordinate maintenance, and liaise with client representatives to ensure smooth operations.

The role requires strong organizational and stakeholder skills, experience managing subcontractors, and proficiency with MS Office and FM systems. You will generate reports, maintain records, and help drive continuous service improvement.

Qualifications

• Experience within facilities management or contract support.
• Strong stakeholder management and customer service skills.
• Excellent organisational abilities and prioritisation.
• Proficient in Microsoft Office applications and facilities management systems.
• Ability to produce accurate reports and maintain detailed records.

Responsibilities

• Provide a comprehensive FM service across the Newport site.
• Assist the Contract Manager with daily site operations.
• Maintain concise records of CBRE managed services transactions.
• Coordinate subcontractors and service providers for maintenance.
• Prepare weekly/monthly reports and support client meetings.

Skills

FM experience

Stakeholder management

Organisational skills

MS Office & FM systems

Reporting & records

Job description

Company Profile

CBRE is the global leader in commercial real estate services and investment. We help our clients and communities realise their potential through industry–leading expertise, innovation, and integrated solutions.

Job Title

Assistant Facilities Manager

As a CBRE Assistant Facilities Manager, you will provide a comprehensive and flexible facilities management service to our client in Newport across all FM disciplines. You will support the Contract Manager in the day–to–day management of the site and contribute to the overall contract delivery.

Role Summary

• To provide a comprehensive and flexible service to our client in Newport across all FM disciplines.


• To assist the Contract Manager with the running of the Newport site and feeding into the overall contract as required.


• To maintain concise records of all CBRE managed services transactions and liaise daily with the Contract Manager and client representatives.


• Work closely with the client team and the CBRE team to ensure smooth delivery of all services and exceptional customer satisfaction.


• Support the Contract Support team with all financial activities relating to Newport, including receipting purchase orders.


• Provide remote and on–site management of maintenance activities at the Bristol site, with scheduled visits approximately once per month.


• Act as the key point of contact for the client and key stakeholders, dealing with all site–related enquiries and supporting overall contract strategy.


• Manage supply chain partners including cleaning, catering, mechanical and electrical services, front of house, and security.


• Schedule subcontractor visits for maintenance and reactive works and act as the key point of contact for project works.


• Maintain and update E–logbook records and all documentation on the CBRE shared drive.


• Ensure environmental paperwork is received and uploaded following remedial actions, including pressure leak tests and fuel repairs.


• Review and update compliance workbooks regularly and maintain remedial trackers following risk assessment visits including H&S, FRA, L8, LOLER, Radon, and FWT.


• Ensure compliance trackers for subcontractor maintenance visits are updated weekly.


• Prepare and issue weekly reports to the client.


• Prepare and issue monthly reports and ensure monthly meetings are held with the client.


• Liaise closely with on–site teams regarding subcontractor activities and ensure RAMS and supporting documentation are in place before visits.


• Upload quotations to WebQuote relating to client requests, engineering overtime, and remedial works.


• Log observations on a monthly basis.


• Review work order reports weekly to ensure PPMs and reactive tasks are completed and signed off in a timely manner.


• Raise reactive jobs on IFM Hub on behalf of the engineering team and following maintenance visits.


• Manage remedial trackers and ensure all identified actions are completed.


• Conduct weekly audits on behalf of the client.


• Arrange engineering cover during periods of planned annual leave.


• Manage security services.


• Conduct weekly meetings to review ongoing and upcoming works.


• Complete monthly KPI reviews.


• Attend monthly meetings with the Corps Contract Manager.


• Manage cleaning services.


• Conduct monthly cleaning audits.


• Attend weekly meetings with the onsite cleaning manager.


• Attend monthly meetings with the Cleaning Contract Manager.


• Manage catering services and attend monthly meetings with the Catering Contract Manager.


• Review the client's first aider and fire warden lists monthly and provide feedback to the client.


• Manage and update fire evacuation plans, first aid kits, and spill kits.


• Prepare for and participate in CBRE internal AGM and QHSE audits.


• Prepare for and participate in client internal audits across sites within the region.


• Attend client weekly meetings regarding WebQuote approvals.


• Conduct daily site inspections to review signage, lighting, waste removal, and general site standards.


• Manage and support site orders as required.


• Coordinate any callouts required for site operations.


• Provide information to support internal and client reporting requirements.


• Support client events and room set–ups.


• Provide first–line support for IT issues within meeting rooms.

Experience Required

• Experience within facilities management, contract support, or a similar operational environment.


• Strong stakeholder management and customer service skills.


• Experience managing subcontractors, compliance activities, and service delivery across multiple workstreams.


• Knowledge of health and safety compliance requirements and facilities management processes.


• Strong organisational skills and the ability to manage multiple priorities.


• Proficiency in Microsoft Office applications and facilities management systems.


• Ability to produce accurate reports and maintain detailed records.

DISCLAIMER

This job description has been designed to indicate the general nature and level of work performed by employees within this role. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to the job. CBRE reserves the right to modify this job description at any time without notice.