Assistant Facilities Manager - Hampshire House, Southampton

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.

Skills, Knowledge and Experience

Essential

· 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