Job Description

Job objectives and responsibilities

The role of Assistant FM reports to the Facilities Manager and assists with the responsibility for managing all aspects of the facilities management of the site, ensuring the provision of safe, efficient and cost effective work at all times, while maintaining the highest quality of work and customer service are delivered within the given timescales.

This role combines the need for technical hands on expertise, communication and management skills. You will have experience in a facilities management role, strong technical / non technical skills in the areas of building services & commercial property management and a track record that proves your ability to build and maintain positive relationships with internal and external stakeholders at all levels.

Main duties

• Support the Site Management team with the day to day running of the site and provide clear direction to those working on the site regarding their responsibilities and targets.
• Overview of all elements of soft service delivery, working alongside the workstream leads for cleaning, catering, front of house, landscaping and waste.
• Assist with management and implementation of health and safety procedures, working closely with Health and Safety Managers and ensure that all aspects of health and safety are followed and adhered to.
• Managing & supporting all FM vendor contracts to ensure SLA and KPIs are met.
• Build key relationships with supply chain ensuring a broad spectrum of skills are captured to provide necessary support and crafts to the site.
• Prepare and support reporting for client meetings and monthly contract review meetings and deputise on the FM\'s behalf when required.
• Check that agreed work by staff or contractors has been completed satisfactorily and follow up on any deficiencies.
• Complete regular spot audits of works carried out on site to ensure compliance with H&S and site rules and procedures for all work streams.
• Act as first point of contact for all small works, liaising with the stakeholder from start to finish of all works, scoping full requirements, completing quotes / tender processes and presenting the recommended way forward to deliver the scope of works. Manage the work on site through to completion adhering to all H&S and site rules and procedures.
• Authorised Person for varying types of permits to work
• Take on PPM and reactive workflow management with the helpdesk as required.
• Support to obtain materials for minor repairs/maintenance when needed.
• Proactive approach in identifying all reactive work for soft and hard services to continually improve the standard of the site, proposing new ideas and ways of working to the FM.
• Ensure all jobs are completed on time and within agreed SLA & KPI standards.
• Motivate and support site staff, providing toolbox talks, training, coaching, and support as required to improve performance.
• Ensure site presentation is maintained and managed to the correct standard at all times.
• Ensure that adequate site records are maintained including but not limited to Site Management reports, labour requirements, plant, materials, site inductions and health and safety records.
• Developing plans for, coordinating and supporting stakeholder and customer engagement activities.
• Drives continuous improvement using data and deploys effective KPI\'s to measure improvements.
• Drive energy efficiency improvements & sustainability inline with Company and clients strategies.
• Ability to exercise judgment within procedures and practices to determine appropriate action.
• The overall scope of the role is to ensure that exceptional service levels, client satisfaction, continuous improvement and innovation are provided to the customer in all areas of facilities management.

• Experience within a similar role and from a facilities management background
• Knowledge & understanding of BMS, lighting system, fire system, gas system, SFG 20 and L8
• Previous experience of managing small work projects
• Knowledge of both hard and soft FM services
• Previous experience within FM, either in-house, TFM or client side
• Experience in dealing with multiple stakeholders, across a number of business functions to support the delivery of their departmental goals.
• Experience in the use of CAFM (Computer Aided Facilities Management) systems whilst working in conjunction with a Help Desk function.
• NEBOSH, IOSH or any other accreditations in line with the FM discipline.
• Ability to manage challenging situations and to adapt to changing circumstances
• Flexible enough to undertake duties to accommodate operational requirements
• Evidence of leadership on safety, wellbeing and behaviours within multiple teams
• Previous experience engaging and liaising with a wide range of stakeholders and providing excellent customer service.
• To be an excellent communicator, to clarify and ensure understanding of strategies and solutions.
• Strong analytical skills, to develop, analyse and concisely report on plans and performance.
• Excellent organisational skills with proven capability to plan and execute work, prioritising competing demands
• A \'can do\' attitude, with agility to respond to change, and a positive influencer of others.
• Professional and Presentable - client facing position
• Happy to oversee works from inception to completion
• Self-starter, self-motivated, works well in team environment.

Mitie