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Assistant Facilities Manager

  • Job reference DST/TP/4/11725
  • Job type Full Time
  • Sector Facilities
  • Location Brentwood

To provide professional and comprehensive management of the building and processes that support the core business, whilst ensuring the Company has the most suitable working environment for employees and business activities. Additionally, there may be a requirement to assist with Property and Commercial support cover at other Essex locations as required.

Main Responsibilities

  • Policies and Procedures - work with colleagues to develop effective and compliant policies and procedures for the Property and Commercial function across the business
  • M&E / Building Maintenance - demonstrate a basic understanding of M&E infrastructure. Monitor on-site engineer to ensure PPM tasks are completed for continuous and safe operation of all M&E plant. Ensure effective management of the agreed permit to work system, where contractor and employee safety is not compromised. Day to day responsibility for the monitoring and performance of the environment within the comms room in Brentwood. This will include regular review meetings with the contractor management team
  • ·Security - responsible for management of Physical Security Procedures and manned security function, ensuring adherence to SS&C policies and procedures, with attention to the safety of employees and protection of property. Completion of monthly KPI's in relation to security and contribution at the monthly review meetings
  • Reception - deliver a professional and efficient reception function involving visitor management, taxi bookings, courier deliveries, retailers and ad hoc admin duties
  • Office Cleaning - management and monitoring of our cleaning partner, and sub-contractors, scoring monthly KPI's and ensuring targets are met. This will include regular review meetings with the contractor management team
  • Health and Safety - management and monitoring of all health and safety requirements. Compliance with health and safety legislation ensuring regulatory changes are implemented in a timely fashion. Production of health and safety reports as required
  • Fire Safety - contribute to the annual review of the fire risk assessment and update as required ensuring compliance at all times. Plan and carry out routine planned building evacuations to comply with regulations
  • Space Planning and Moves - Plan, coordinate and undertake office layout changes as required, making best use of space to meet office requirements. Update plans on AutoCAD
  • Vending Services - Day to day management of the vending contract, monitoring performance and ensuring vending hygiene standards are adhered to
  • Support Services - ensure support services such as: helpdesk function; housekeeping; paper deliveries; water coolers; pest control; gritting and grounds maintenance are managed effectively
  • Local FM Team - day to day mentoring of the on-site team providing guidance and support to develop a strong and positive team performance. Hold regular team meetings for effective communication of FM and Company updates
  • Budgets - work in conjunction with the Senior Facilities Manager and Head of Facilities Management to ensure we deliver to the agreed and set budgets, providing financial forecasting as requested
  • Business Continuity - keep up to date on BCP relevant to Property and Commercial. Carry out scenario planning with the team and keep records of this
  • Environment - proactively contribute in environmental meetings, complete audits, producing statistical information required for compliance to the requirements of ISO14001:2015
  • Projects - Assist the Senior FM Management with ad-hoc projects as required. Demonstrate flexibility and commitment to work on own or as part of a team
  • Critical Maintenance - work as part of a team to deliver the annual critical maintenance programme at the Brentwood location
  • Landlord - hold monthly meetings with the landlord FM representatives, producing recorded minutes of these meetings

Qualifications and Experience

  • Proven Facilities Management experience in a supervisory role, used to dealing with multiple tasks at the same time, whilst remaining calm and confident at all times (essential)
  • IOSH General Health and Safety certificate or higher recognised qualification for health and safety (essential)
  • Excellent MS Office skills - Excel, Word, PowerPoint (essential)
  • Very organised and self-motivated with ability to work under strict timescales to meet deadlines (essential)
  • Ability to work under pressure with an energetic, enthusiastic and flexible attitude (essential)
  • Ability to maintain confidential information showing discretion when dealing with sensitive issues (essential)
  • Have a commercial approach with ability to negotiate best prices and quality (essential)
  • Very good communication and inter-personal skills (essential)
  • Knowledge and use of working with AutoCAD is desirable, although training can be provided (desirable)
  • DSE assessor trained (desirable)
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