Assistant Facilities Manager - Operations & Projects

ZipRecruiter; England; On-site; GBP 35,000 - 50,000; Full time

Job summary

A leading company is seeking a Facilities Specialist responsible for managing the day-to-day operations and project management of hard services. This role involves ensuring compliance with building regulations, overseeing outsourced services, and enhancing the customer experience across key sites. Applicants should have project management experience and a track record in facilities operations.

Qualifications

• Experience managing complex projects.
• Proven track record with outsourced hard services.
• Familiarity with CAFM and CAD systems.

Responsibilities

• Lead project management and day-to-day operations of facilities.
• Ensure compliance with regulations and health & safety.
• Manage the capital project programme across core sites.

Skills

Project management

Managing outsourced contracts

Health & safety laws

Emergency management

MS Office

Job description

Job Description

About the team

The role of the Facility Management Unit is to ensure that the GLA’s headquarters at City Hall, the GLA demised space at Union Street, and the heritage assets of Trafalgar Square and Parliament Square Gardens are managed effectively, meet the needs of users, and comply with statutory requirements, providing a safe and suitable environment for everyone. The responsibility for managing the Squares is set out in the Greater London Authority Act 1999 and covers care, control, management, and prevention of abuses. The Unit is split into three teams covering hard services (engineering, maintenance, infrastructure), support services (including security and accommodation), and amenities and events (including cleansing, porterage, catering, and hospitality). Managing and delivering projects ranging from building works, refurbishments, events to office moves are common across all three workstreams.

About the role

This role is the facilities specialist leading project management and the day-to-day management and delivery of hard services and infrastructure facilities operations. This includes setting standards, tone, and culture for hard services to create a safe, welcoming, and inclusive customer experience at the Authority’s core sites at City Hall, Union Street, and the listed sites at Trafalgar Square and Parliament Square Gardens.

Projects and Technical Services:

• Deputise for the Facilities Managers and Assistant Facilities Managers as required.
• Project management of infrastructure and building fabric projects, accommodation moves, procurement of facilities contracts, and input into corporate projects like high-profile events and GLA elections.
• Manage the capital project programme across the core sites, liaising with the events team to deconflict schedules.
• Serve as the technical specialist in Computer Aided Drawing systems, maintaining building drawings and filing systems.
• Manage technical services areas of the Computer Aided Facilities Management System, analyzing performance data, monitoring trends, and implementing improvements. Provide training on FM IT systems.

Facilities Operations:

• Ensure compliance with building regulations and health and safety legislation, participate in risk assessments.
• Manage outsourced Hard Services contracts, monitor KPIs, oversee work of on-site teams, including maintenance, heritage conservation, broadcasting, utility management, and support for events.
• Monitor service quality, analyze data, benchmark, and act on findings.
• Monitor budgets for services and projects.

Operations planning and managing emergencies & incidents:

• Develop SOPs and instructions supporting operational plans and strategies.
• Prepare emergency response and business continuity plans, including power outage procedures.
• Act as the first-line response to complaints and service failures, liaising with relevant workstreams.
• Coordinate testing and exercises, including fire drills, and provide technical info to emergency services.
• Participate in emergency command and control teams, and out-of-hours duty rota.

Duty Building Manager:

• Ensure the building is presented well and services meet operational needs.
• Monitor building safety and liaise with service providers, managing operational issues, especially during events at City Hall.
• Resolve service complaints and assist event organizers.
• Carry out enforcement duties related to Trafalgar Square and Parliament Square, including evidence gathering for prosecutions under relevant legislation.

Staffing:

• Manage one Facilities Officer, including recruitment, performance reviews, training, and standards enforcement.
• Promote equality and diversity, participate in cross-disciplinary teams, and support flexible working.

Special Conditions

This operational role requires physical presence at City Hall, Union Street, Trafalgar Square, and Parliament Square, with occasional remote work for planning. The role includes qualifying as a warranted enforcement officer within 4 months, and maintaining a valid first aid qualification. The role involves physical activity, including accessing plant rooms, reading meters, and moving equipment. It is a non-uniformed position requiring formal business attire. Participation in a duty manager rota is required, with a call-out within 4 hours of City Hall.

Typical Day

• Multi-tasking across various subjects, prioritizing work.
• Ensuring key sites and services are operational.
• Collaborating with helpdesk, operations, and project teams.
• Managing projects, risk registers, and contracts.
• Overseeing broadcast and safety inspections, and coordinating repairs and maintenance.

Skills, Knowledge, and Experience

• Project management experience for complex projects.
• Proven track record managing outsourced hard services contracts.
• Experience conserving historic monuments in public settings.
• Familiarity with CAFM and CAD systems.
• Understanding of building regulations and health & safety laws.
• Experience in emergency management and business continuity planning.
• Proficient in MS Office.

Application Process

Submit an up-to-date CV and a personal statement (max 1500 words) addressing the essential criteria. Ensure files are under 1.5MB and named with the job reference number.

For questions, contact the hiring manager at [e-mail]. Recruitment support is available at [e-mail].

The assessment includes a panel review and possibly an interview. The date is to be confirmed.

We promote diversity and encourage applications from underrepresented groups. Flexible working and adjustments are supported.