Assistant Facilities Manager

Facilities Coordinator | Hard Services The Role Reporting to Geography WFM Lead, responsibility for day to day aspects of management of Hard Service related items within the office. Total ownership/accountability for the management of contracts within their remit. To provide a safe, clean and comfortable work environment for members, and maintain a visible presence and responsive service within the offices. Key Responsibilities · Operational responsibility for day to day running of hard service contracts, to include delivery of planned and reactive maintenance. · Forward planning and, in conjunction with WFM Lead, management of finances for achieving financial targets, budget management and review. · Regular review of contracts/SLAs to include monthly meetings/quarterly reviews and reports with WFM Lead. · Strong understanding of legal compliance to include H&S, energy, quality and environmental in line with responsibilities as outlined in the firm's Management System. · Timely review and updates to Arup's HSE Log for relevant locations. · Maintaining of Contractors' details, to include contracts/SLAs, insurances, records of site inductions, service reports, engineer competencies etc. and identifying opportunities for re-tendering/securing cost efficiencies. · Reviewing facilities requests & validating supporting information and assisting with monitoring and management of associated workflow. · Familiarity & understanding of current H&S requirements to support a safe working environment, with willingness to complete training as required. · Supporting contractor management on site, by timely review of contractor RAMS, and the administration of e-permits (access permits & permits to work) and contractor inductions/site briefings where necessary. · Maintaining close working relationships with teams based at site to offer support in managing the immediate workplace experience within the office environment, and communicate planned activities accordingly. · Tracking planned & anticipated contractor attendance in line agreed dates/programme, including with main FM provider and ad-hoc contractors. · Regular interaction with housekeeping contractors and Workplace Experience Assistants/Coordinators in order to respond to immediate issues. · Ability and willingness to travel to other sites within the region to offer support as required for wider WFM team, stakeholder engagement, contractor meetings etc. · Regular auditing and review of offices for safety, compliance and improvement. · Overseeing project works as required - some flexibility required to support some out of hours. · Front of House cover as required. Key Skills and Experience Required · Resilient under pressure and be able to converse confidently with staff, customers and suppliers at all levels. · Have general knowledge of site plant, equipment and office services. · Good problem solving and analytical skills. · Clear and logical thinker. · Team player and self-motivator. · Strong work ethic. · Compliance/knowledge of current legislation. · Exhibit a positive and enthusiastic attitude. Desirable Skills and Experience · Minimum of 5 years' experience of managing maintenance activity. · Good, all-round knowledge of various engineering disciplines e.g. Electrical, Mechanical, and Civil or Facilities Management. · Demonstrate experience of coordinating and managing building maintenance and good awareness of fit-out, churn and H&S issues. · Able to think on their feet and change their approach as required. · Understands the importance of process, reports and paperwork. · Knowledge of CAFM systems. · Knowledge of ePermits system. Qualifications · Degree or industry specific qualification such as IWFM Certificate or 5 years of experience within the field of expertise. · IOSH desirable, or willingness to complete IOSH Training. · NEBOSH desirable, or willingness to complete NEBOSH Training. · First Aid & Fire Marshal trained or desire to be