Assistant Facilities Manager - Hampshire House, Southampton

Savills; Eastleigh; On-site; GBP 38,000 - 48,000; Full time

Benefits offered by this job

Competitive salary

Professional development

Supportive work environment

Job summary

Savills is seeking an organised Assistant Facilities Manager to oversee two sites in Southampton, Hampshire. You will manage day-to-day operations, coordinate maintenance, and supervise both soft and hard services contractors while ensuring safety, regulatory compliance, and efficient service delivery.

The role requires strong organisational and communication skills, experience in facilities management, and flexibility to support additional sites as needed.

Qualifications

• GCSE English and Maths required.
• Able to work in a team or alone.
• Excellent communication and organisational skills.
• Experience in facilities management or similar role.
• IOSH qualification desirable.

Responsibilities

• Report to the London Senior Building Manager and oversee two Southampton facilities.
• Manage soft and hard services contractors to ensure timely delivery.
• Source, negotiate, and manage relationships with vendors and service providers.
• Develop preventive maintenance programs and ensure safety and regulatory compliance.
• Coordinate maintenance works, audits, and KPI reporting; support sustainability initiatives.

Skills

Facilities management

Contractor management

Communication skills

Organisational skills

MS Office

IOSH

Education

GCSE English & Maths

Tools

Datastation

Proactis

BYD

Job description

Purpose of the Role

We are seeking a highly organised and experienced Assistant Facilities Manager will be responsible for managing the day-to-day operations of x2 sites within Southampton, ensuring compliance with safety regulations, coordinating maintenance and contractor maintenance. The ideal candidate will possess a strong background in facilities management, excellent problem-solving skills, and the ability to ensure that all services are delivered efficiently.

Key Responsibilities

FM Tasks & Responsibilities

• Reporting to the London Senior Building Manager.
• Oversee the daily operations and maintenance of two facilities within Southampton (Hampshire & Labs), ensuring smooth and efficient operations, when needed supporting the Smaller Sites; Liverpool, Bristol, Glasgow, Newcastle as requested.
• Manage both soft and hard service contractors, ensuring timely and effective delivery of services in accordance with contracts.
• Source, negotiate, and manage relationships with vendors and service providers, ensuring high-quality services at competitive rates.
• Develop and implement a preventive maintenance program to extend the lifespan of equipment and building infrastructure.
• Oversee the overall maintenance and operations of company buildings and facilities.
• Organise and coordinate facility maintenance and improvement works, including overseeing PPMS and managing small-scale projects.
• Conduct regular audits to ensure adherence to safety, operational, and regulatory standards. Ensure KPIs are consistently met and operational standards are maintained.
• Following any risk assessments, ensure actions are completed, recorded, and updated in Datastation or other client systems.
• Ensure we maintain 95% and above compliance.
• Prepare and submit regular reports to the Facilities Management; ‘Weekly & Monthly Report’.
• Report on Waste and Utility Data monthly, tracking the information.
• Raise Purchase Orders through Proactis and client portals (e.g., BYD) for relevant goods and services as required.
• Responsible for Budget Management and collation of the Service Charge.
• Build and maintain strong relationships with key stakeholders at the site level and across the business to support efficient facility operations.
• Implement sustainability practices, including energy-efficient systems and waste management initiatives.
• Coordinate emergency response plans (e.g., fire drills, evacuation procedures) support onsite team with any H&S matters, audits or actions raised via Protec.
• Be on-call to respond to emergencies, such as water leaks, electrical failures, or other facility-related issues, ensuring timely resolutions to minimise downtime.
• Attend the Labs weekly to review ongoing actions, ensure compliance, and provide operational FM support as needed.
• Hold a fortnightly call with the Labs team, ensuring all actions, risks, and outstanding tasks are clearly tracked and progressed.
• Attend the London office monthly to build relationships with the wider FM team, ensuring alignment on service standards, communications, and operational consistency.
• Responsible for organising, attending, Client Meetings; Bronze calls, ensuring all actions arising from the meetings are captured and completed.
• Perform any other reasonable requests or ad hoc duties as assigned to support the facilities management function.

Front Of House & Site Support

• Provide Front of House cover from 07:30–09:00 each morning prior to the Receptionist’s start time, and provide lunch cover daily.
• Support Reception where required during periods of annual leave, sickness, or peak activity to ensure seamless service delivery.
• Maintain a professional, welcoming environment for all visitors, contractors, and staff, ensuring high standards of customer service.

Essential

Skills, Knowledge and Experience

• General Education to GCSE standard with an A-C grade in English & Maths or equivalent standard
• Ability to work in a team or alone
• Excellent communication skills
• Ability to deal with confidential information.
• Good organisational and time management skills with the ability to prioritise workload and multitask in a calm and professional manner.
• Able to work under pressure to deadlines.

Desirable

• Proven experience in facilities management or a similar role.
• Strong understanding of contractor management, maintenance, and project management.
• Proficiency in using facilities management software (e.g., Savills Datastation, Proactis, BYD).
• Excellent organisational and multitasking skills, with the ability to manage multiple tasks simultaneously.
• Knowledge of budgeting and financial management related to facilities operations.
• Ability to work flexibly, with occasional support required for reception cover or additional duties.
• Proficient in a full range of Microsoft applications inc. Word, Excel, PowerPoint, Access Outlook.
• Experience working within a Facilities Management team.
• Understanding of Health & Safety Legislation.
• IOSH

Benefits

• Competitive salary and benefits package.
• Opportunities for professional development and growth.
• A supportive and collaborative work environment.

Working Hours - 08:00-16:30