Assistant Facilities Manager

About the Role

Key Responsibilities

• Manage the team responsible for first-line soft services, including reception, mail operations, meeting and events, cleaning, waste and recycling, vending, and food services.
• Monitor and maintain office equipment and supplies.
• Maintain regular contact and meetings with relevant vendors to report on issues, recommendations, and cost estimates.
• Conduct weekly walk-rounds with the vendor cleaning manager to ensure cleaning quality standards are maintained.
• Manage Trouble Ticket (Remedy) requests, interfacing with internal customers and addressing queries promptly in line with service level agreements.
• Manage daily health and safety issues, including scheduled meetings and records for fire and safety teams, fire drills, safety equipment, and training.
• Provide travel and visitor support, interfacing with locally approved hotels and assisting Client global travel and hotel managers with information gathering and communication to staff.
• Assist in organizing internal and external Client events.
• Manage the quality of conferencing facilities.
• Manage food and kitchen facilities, providing direction to housekeepers.
• Raise purchase orders.
• Manage Wiki pages and other communication channels for the site(s).
• Deputize for or provide cover for the Building Operations Engineer or Facilities Manager when appropriate.
• Perform all other assigned duties and tasks.

Qualifications and Experience

• Knowledge of the Facilities/Office Services Coordinator role.
• Previous experience working within a high-profile corporate environment.
• Previous reception or hospitality experience.
• Diploma or degree level education.
• Required Skills
• Problem-solving skills.
• Good decision-making abilities.
• Excellent written and verbal communication skills.
• Proficiency in spreadsheet and word processing software.
• Customer-focused approach.
• Strong interpersonal skills.
• Assertiveness.
• Attention to detail.